Practice Administrator

Job Description

About Sound:

Headquartered in Tacoma, WA, Sound Physicians is a physician-founded and led, national, multi-specialty medical group made up of more than 1,000 business colleagues and 4,000 physicians, APPs, CRNAs, and nurses practicing in 400-plus hospitals across 45 states. Founded in 2001, and with specialties in emergency and hospital medicine, critical care, anesthesia, and telemedicine, Sound has a reputation for innovating and leading through an ever-changing healthcare landscape — with patients at the center of the universe.

Sound Physicians offers a competitive benefits package inclusive of the items below, and more:

Medical insurance, Dental insurance, and Vision insurance

Health care and dependent care flexible spending account

401(k) retirement savings plan with a company match

Paid time off (PTO) begins accruing immediately upon start date at a rate of 15 days per year, in accordance with Sound's PTO policy

Ten company-paid holidays per year

About the Team:

The Practice Administrator works with the Sound Physician’s team onsite at the hospital partner daily. This team consists of a Practice Medical Director, Clinicians, and a Clinical Performance Nurse. The Practice Administrator works closely, daily, with key stakeholders at the hospital partner, such as hospital leadership, case management, and others.

About the Role:

The Practice Administrator is responsible for, but not limited to, the on-site operational management and support of Sound Physicians practice. The Practice administrator will be a main point of contact with the hospital, working with hospital leadership and support staff to manage practice operations. The Practice Administrator will have a visible presence at the hospital, supporting the practice clinical team and removing operational barriers. This role will build and maintaining professional relationships with the entire practice team, hospital C-suite executives, case management, community providers and specialty physicians.

The Details: This role works on-site at our practice, within the hospital. There are no travel requirements for this role.

In this role, you will be responsible for:

Practice Operations and Support

Participating in setting strategic direction of the medical group in collaboration with medical director to include patient care, physician employment and staffing models, strategic planning, marketing, and financial performance

Acting as the front-line liaison for the provider team with hospital C-Suite, nursing leadership, and Sound operational team

Providing executive support to the practice medical director and practice team to meet contract expectations

Contract Management, maintaining awareness and tracking of contract renewal timelines and annual escalator anniversary dates

Providing office management functions to include, but not limited to, all aspects of meeting management, office systems, supplies, practice events

Collaborating with Medical Director and Practice Management Team in developing and maintaining site practice policies and procedures

As applicable to the practice line, facilitating all aspects of the daily patient census/reconciliation and daily multi-disciplinary rounds

Establishing reports/trackers as needed to promote visibility to practice performance

Ensuring all aspects of recruiting are executed, including coordination of onsite interviews with hospital leadership, promoting a positive candidate experience (interviewing and site visits)

Ensuring all aspects of on-boarding and orientation are completed for new clinicians as well as locums & ambassadors

Developing and maintaining practice orientation checklists and policies

Ensuring all licensed providers complete their recredentialing in a timely manner and appropriately for their licensing, certificates, and credentials required by Sound and hospital Medical Staff Office. Ensuring compliance with reappointments and monitors state licenses expirables

Ensuring clinicians obtain hospital privileging and payer enrollment is complete prior to patient care

Managing relationship with hospital Medical Staff Office, troubleshooting barriers to on-time starts

Ensuring billing and documentation compliance for the practice

Ensuring clinicians participate in mandatory compliance training and remediation, if required, and that clinicians timely query responses and participation in compliance activities

Participating in all medical group training offered by Sound pertinent to role and responsibilities

Supporting clinicians in open enrollment for benefits on annual basis, demonstrating an understanding of Sound’s benefits plan. Supporting clinicians through entry of life event changes in Sound’s HR Information System

Acting as the point person for all Human Resources relations to include, but not limited to, ensuring accurate practice roster and compliance with employment law and Sound policies

Administratively supporting clinician employment agreement amendments for team members

Acting as the super user for all software applications and as a point person for hospital software and hardware systems

Establishing and maintaining group norms for the practice team, at direction of medical director

Maintaining visual/management boards to support team communications and recognition

Training/mentoring practice coordinators, as requested

Encouraging practice participation in Sound bedside/colleague engagement surveys

Financial Operations

Collecting, tracking, and analyzing all site financial and operational data

Reviewing and validating shift and productivity data for appropriate processing by payroll each month. Reviewing Physician incentives/bonuses and process for timely payment

Reviewing P&L for performance and participating in budget creation and maintenance

Creating and optimizing clinical schedule, ensuring accurately documented shifts for payroll processing. Promoting practice sustainability with no disruption to patient care 120 days in advance

Participating and supporting the Monthly Operating Review and Monthly Performance Reviews focused on practice financial, clinical, and operational performance

Participating in proforma development and pricing changes

Providing support for all site financials to include, but not limited to, contract stipends, expense reimbursements

Client Retention

Acting as an ambassador for Sound, promoting opportunities for the medical group to expand impact

Serving as general administrative liaison to hospital executives and staff regarding hospital needs

Coordinating practice events, (team meetings, JOCs, etc.) and ensuring client facing materials are refreshed with Sound current standards

Maintaining hospital contact information and documenting contact changes in Salesforce

Understanding Contract terms and Sound team's responsibility to execute, including renewal dates and payment terms

Ensuring accuracy of PCP database and distribution of PCP list. Managing PCP outreach for patient list

What we are looking for:

A successful candidate will have a demonstrated track record of a combination of these values, knowledge, and experience:

Values:

Collaborative: Demonstrates the ability to work well with others to accomplish a goal and get the work done; takes opinions of others into consideration; includes others in the decision-making process

Customer-focused: Puts customer (internal and external) needs first and makes customers their top priority

Bias toward action: Has a order to make progress against larger goals. focus on progress rather than perfection. Breaks things into bite-sized pieces in

Likes people: Genuinely enjoys engaging with and helping others; feels a sense of accomplishment through helping and working with other people

Strategic thinker: Demonstrates the ability to look at the big picture and proactively develop a plan of action

Resourceful: Proactive willingness to utilize available information and tools to figure things out

Knowledge:

Bachelor's Degree in business administration, healthcare administration or similar related field of study or equivalent work experience

Intermediate Microsoft Office proficiency (i.e. Outlook, Excel and PowerPoint)

Knowledge of relevant state and federal healthcare regulations

Intermediate understanding of financial and budgeting processes/principles

Knowledge of HR information systems and basic HR knowledge

Intermediate knowledge of healthcare informatics, including quality measures

Experience:

5+ years' experience working in healthcare operations. Experience managing a physician group practice or in a hospital, preferred

Pay Range: $80,000-115,000 annually. In addition, Program Administrators are eligible for a bonus opportunity. Exact pay will be determined based on candidate experience, geographical location, and size/complexity of the program being supported.

Sound Physicians is an Equal Employment Opportunity (EEO) employer and is committed to diversity, equity, and inclusion at the bedside and in our workforce. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, gender identity, sexual orientation, age, marital status, veteran status, disability status, or any other characteristic protected by federal, state, or local laws.

This job description reflects the present requirements of the position. As duties and responsibilities change and develop, the job description will be reviewed and subject to amendment.