About this role
Practice Administrator
Job Title: Practice Administrator
Reports To: Regional Practice Administrator
FLSA Status: Exempt
Location: Multiple assigned clinic sites
Category: Full-Time
Direct Reports: Clinic Managers, Clinic Supervisors, and leads at assigned locations
Position Summary
The Practice Administrator leads clinical and business operations across multiple clinic locations supporting a combined group of 6-10 or more providers. This role sets operational standards across sites, develops and supervises site-level managers, and is accountable for the financial performance, compliance, staffing, and patient experience of the assigned practice.
The Practice Administrator serves as a strategic partner to physicians and senior leadership. They use data to identify trends, drive improvements, and ensure consistent, high-quality, patient-centered care at every location. The role requires sound judgment, initiative, and the ability to lead through other leaders in a fast-paced healthcare setting.
Work Schedule Expectations
- This is an on-site leadership position requiring a minimum of 8 hours per day (excluding breaks), Monday through Friday, during normal business hours, divided among assigned locations based on operational needs.
- As an exempt-level leader, the Practice Administrator is expected to be reachable by phone or email outside standard office hours for urgent operational, staffing, or compliance matters across all assigned sites.
- A cell phone reimbursement is provided to support this requirement.
Essential Duties and Responsibilities
Multi-Site Operations and Strategy
- Direct daily operations across all assigned locations, ensuring consistent workflows, service standards, and professionalism at every site.
- Develop, standardize, and enforce policies, procedures, and best practices across locations.
- Identify operational gaps and lead improvement initiatives to increase efficiency, access, and quality.
- Plan and lead operational projects such as new provider onboarding, site openings or relocations, service line expansion, and system changes.
- Oversee facility needs, vendor relationships, equipment, and service contracts across sites.
Leadership and Staff Development
- Hire, train, supervise, and evaluate Clinic Managers and site leads; coach them to lead their teams effectively.
- Oversee staffing models and scheduling across locations, reallocating staff between sites to maintain coverage during shortages.
- Partner with Human Resources on performance management, corrective action, investigations, and employee relations matters.
- Monitor turnover, retention, and engagement trends; develop plans to address them.
- Promote a respectful, inclusive, and accountable workplace culture.
Financial Management
- Develop and manage the annual operating budget for assigned locations; monitor monthly performance and explain variances.
- Review and approve expenditures, purchasing, and staffing costs within designated authority levels.
- Monitor revenue cycle performance (charge capture, front-end collections, A/R, denials) in partnership with the Billing department.
- Analyze provider productivity and staffing ratios; recommend adjustments to leadership.
- Prepare capital and headcount requests with supporting justification.
Compliance and Risk Management
- Ensure all sites comply with HIPAA, OSHA, CLIA, and applicable state and federal regulations and accreditation standards.
- Oversee clinical compliance programs such as scope reprocessing and high-level disinfection logs, lab quality control, infection control, and radiation safety where applicable.
- Ensure site-level HIPAA and OSHA coordinators are designated, trained, and completing required audits.
- Investigate and resolve compliance concerns, incidents, and patient safety events in coordination with leadership.
Physician and Provider Partnership
- Serve as the primary operational partner to physicians and advanced practice providers at assigned locations.
- Review provider productivity, access, and template utilization with providers and leadership.
- Oversee maintenance of provider licensure, DEA, dues, and credentialing records to prevent lapses.
- Act as liaison between providers and support services, including surgical scheduling, credentialing, hospitals, and ambulatory surgery centers.
Patient Experience
- Set patient experience standards across locations and monitor results through satisfaction surveys and online reviews.
- Resolve escalated patient complaints and ensure timely, professional follow-up.
- Improve patient access through scheduling, template design, and workflow changes.
Cross-Departmental Coordination
- Ensure provider templates and schedules are current and communicated to the Call Center and other departments.
- Collaborate with Billing, Call Center, Credentialing, IT, Surgical Scheduling, and Human Resources to resolve cross-department issues.
- Represent assigned locations in leadership meetings and communicate organizational initiatives to site teams.
Key Performance Measures
- Operations: Monthly multi-site dashboard (visit volume, no-show rate, template utilization, patient wait times) with action plans for underperforming sites.
- Financial: Annual budget developed on time; quarterly variance explanations; point-of-service collection rate; supply and labor cost control.
- Provider: Provider productivity and access reporting reviewed with providers and leadership; zero credentialing or licensure lapses.
- Staffing and People: Adequate coverage at all sites; overtime within budget; turnover and retention trends; manager performance reviews completed on time.
- Compliance: Required HIPAA, OSHA, and CLIA training and audits completed at every site; timely resolution of compliance incidents.
- Patient Experience: Patient satisfaction scores and online ratings; escalated complaints resolved within the organization's response standard.
- Standardization: Consistent policies, workflows, and training in place across all locations.
Qualifications
Qualifications
Education and Experience
- Bachelor's degree in healthcare administration, business, or a related field required; master's degree (MHA, MBA) preferred. Equivalent experience may be considered.
- 5-7+ years of progressive healthcare management experience, including at least 3 years managing multiple locations or a practice with 6 or more providers.
- Experience in a specialty or surgical practice preferred; urology experience a plus.
- Certification such as CMPE (Certified Medical Practice Executive) preferred.
Skills and Competencies
- Proven ability to lead through other managers and hold teams accountable across multiple sites.
- Strong financial acumen, including budgeting, variance analysis, and revenue cycle understanding.
- Ability to use data and reports to identify trends and support recommendations.
- Excellent verbal and written communication, including presenting to physicians and senior leadership.
- Strong problem-solving, organizational, and project management skills.
- Proficiency in EMR and practice management systems, and Microsoft Office Suite (advanced Excel preferred).
- Working knowledge of HIPAA, OSHA, CLIA, coding and billing practices, and HR compliance standards.