Medical Office Practice Administrator
SOLE FOOT AND ANKLE INCORPORATED
- Mechanicsville, VA
- $60,000 per year
- Permanent
- Full-time
- health insurance opt out incentives
- 401(k) matching
- Paid time off
- Direct daily operations across Front Office, Clinic/MA support, Scheduling, Insurance Verification/Authorizations, Medical Records, and Surgical & Imaging coordination.
- Set department goals, KPIs, and service standards; run daily huddles and weekly ops reviews; ensure cross-coverage and continuity.
- Build and maintain SOPs; ensure teams follow standardized workflows and checklists.
- Monthly Admin & staff Meetings
- Recruit, hire, onboard, and train staff; establish role clarity and performance expectations.
- Coach and conduct performance reviews, address attendance, conduct, and performance issues promptly.
- Build schedules/coverage plans; administer PTO approvals and timekeeping; coordinate with payroll on timecard accuracy.
- Enforce access standards (phone/portal response times, scheduling templates, wait time thresholds).
- Oversee check-in/out accuracy, demographics capture, and patient communication scripts.
- Monitor cancellations/no-shows and implement reduction strategies.
- Coordinate imaging and surgical cases end-to-end (pre-op clearances, paperwork, checklists, logs).
- Ensure room turnover standards, supply availability, and equipment readiness in partnership with MA/clinic leads.
- Maintain HIPAA/OSHA compliance, training logs, incident reporting, safety rounds, and policy updates.
- Execute privacy and access audits; manage release-of-information processes and medical record requests.
- Lead emergency preparedness (downtime procedures, closures/alerts, drills).
- Administer EHR/Practice Management (Tebra): templates, user permissions, new feature rollouts, downtime protocols.
- Produce operational dashboards (access, throughput, cancellations, turnaround times) and monthly summary reports for ownership.
- Guard data integrity and documentation standards.
- Oversee facilities and equipment maintenance, service tickets, and preventative schedules.
- Manage vendor contracts, supply inventory, ordering cycles, and cost controls.
- Serve as the primary point of contact with the third-party billing vendor; hold monthly check-ins with clear action logs.
- Enforce front-end quality that supports clean claims: demographics, eligibility, referrals/auths, and timely encounter closure.
- Reconcile surgery/imaging logs against scheduled services; verify end-of-day cash controls (deposit logs, receipts).
- Track provider licensure, DEA, CAQH, and payer revalidations; coordinate updates with the billing/vendor teams.
- Monitor payer policy changes and drive necessary workflow updates.
- Run targeted audits (registration accuracy, auth compliance, referral capture) and corrective action plans.
- Lead practice projects (new services, software upgrades, workflow redesign) with timelines, owners, and measurable outcomes.
- Drive change management and staff education to hard-wire improvements.
- 2+ years of medical office experience in an outpatient setting.
- Proven supervisory/lead experience with frontline clinical/admin teams.
- Working knowledge of HIPAA/OSHA and medical office operations.
- Proficiency with EHR/Practice Management systems and Microsoft Office/Google Workspace.
- Strong, professional communicator with firm follow-through and high attention to detail.
- Experience with Tebra Practice Management.
- Experience collaborating with a VA (virtual assistant) team.
- Podiatry or surgical specialty background.
- Demonstrated success implementing SOPs and operational/RCM dashboards.