posted 7.26.2024
Clinic Administrator
Organization: Hillsboro Pediatric Clinic LLC
Location: Hillsboro, OR
Address: 445 E Main St
Hillsboro, OR 97123
Type of Position: full-time
Education Requirement*: Bachelors in Business Administration
How to apply (contact name, phone number, email, mail resume…)*: email resume to jobs@hillsboropediatrics.com
Clinic Administrator
Work in a fast-paced pediatric office committed to the provision of quality medical care in Oregon’s first Pediatric Medical Home. Manage a staff of dedicated health professionals. Experience the opportunity to change the future health of your community, one child at a time!
Duties:
1. Operations – responsible for all daily overall operations of the business
a. Promote and monitor effective and efficient systems/processes for clinical and business staff, resulting in improvements to patient care and balanced with profitability.
b. Develop and maintain an efficient ordering/receiving and disbursement system for all supplies, physical assets and capital purchases. Negotiate better pricing and/or vendor contracts.
c. Develop and maintain systems for change funds, cash and checks, payroll, accounts receivable and loans in accordance with standard business practices and good internal controls.
d. Take leadership role to implement systems to improve quality of care to patients and safety for staff:
e. Update HIPAA policies and procedures and implement ongoing HIPAA training for all HPC personnel, including owners.
f. Advise and support HIPAA officers in addressing specific issues
2. Building/Facility/Physical Assets
a. Negotiate building and equipment leases and changes for optimal use and cost by HPC.
b. Ensure the security and maintenance of all physical assets, including assurance of adequate insurance coverage for property and liability, including special vaccine coverage.
c. Ensure that all necessary licenses and permits are obtained, displayed, and maintained consistent with federal, state and local regulations.
d. Develop and implement operational space needs and work flow plans for short- and long-term needs of HPC.
e. Supervise the Operations Manager as they work with architects, contractors, building owners to facilitate building and leasehold improvements.
f. Supervise the Operations Manager as they coordinate efforts to locate new land and buildings to purchase or rent, as identified by owners.
3. Human Resources
a. Develop a supportive, positive, and productive work environment for the staff.
b. Develop a system, policies and processes to manage human resources in a legal and orderly manner.
c. Ensure maintenance of optimal staffing levels to support good patient care as well as fiscal responsibility.
d. Recruit and coordinate the selection process for staffing needs
e. Oversee new hire orientation and job training, as well as ongoing training needs.
f. Be available for consult regarding hiring, orientation and job training, and ongoing training needs for all staff and physician owners
g. Recommend, develop, and implement employee benefit plans in coordination with HR.
h. Serve as Administrator for 401(k) plan; insure compliance with plan and Fiduciary requirements, including adequate bonding levels.
i. Ensure legal and tax compliance and reporting for payroll and benefits.
j. Oversee and implement annual staff wage review and decisions with owners.
4. Financial
a. Ensure that appropriate accounting systems are in place to furnish accurate and timely data on financial matters.
b. Develop and implement patient/third party insurance financial and collections policies.
c. Ensure reporting systems are in place to maximize HPC’s ability to collect other revenues such as meaningful use funds, special incentive payments.
d. Develop and maintain cash flow to meet short and long-term goals and needs of HPC.
e. Quarterly review of detailed financial reports with the owners.
f. Maintain close cooperative relationship with banks.
g. Negotiate and arrange for outside financing as needed.
h. Negotiate contracts that meet the short and long-term needs of HPC.
i. Evaluate and manage sound billing and data retrieval systems, overseeing the claims processing and collection systems to ensure timely cash flow.
j. Ensure that claims, complaints and inquiries from patients are handled courteously, capably and promptly.
k. Ensure that all required tax returns are prepared accurately and timely.
l. Compute owners’ income and distributions based on federal and state tax regulations and LLC operating agreement.
5. Business Office Direct Supervision
a. Maintain working knowledge of EHR software to assist staff when issues arise.
b. Work with Business Office staff to ensure compliance with Insurance regulations and departmental procedures.
c. Work with Business Office staff to perform analysis to support health plan contract negotiation and/or provide THPS with data to support their negotiations with health plans.
d. Support Business Office staff in analyzing payments versus allowed amounts.
e. Develop processes to streamline billing and collections processes.
f. Maintain relationship with 3rd party Collections Agency.
6. Strategic Planning
a. Facilitate planning sessions/owner retreats at least annually.
b. Provide information regarding healthcare trends, potential effect on planning.
c. Facilitate revisions of operating agreements for both HPC and Pediatric Properties, LLC
d. Prepare strategic analyses to plan anticipated provider and facility expansion and relocation needs.
e. Work with owners to make strategic decisions, revisions to policies and practices.
Qualifications:
- Education: Bachelor’s degree in Business Administration or health care; master’s degree or other credentials a plus.
- Experience: Minimum of five years in health care management and Accounting, preferably in a Physician-owned practice. Of these, at least 2 years should be in health care management.
- Be organized and skilled in analysis to implement and oversee systems that promote the needs of the business.
- Able to read and assimilate current trends in healthcare to optimize and balance short and long term goals of HPC while keeping an eye on the ‘big picture’. Able to maintain a working knowledge of necessary details.
- Exhibit a high degree of integrity, honesty and to act in a fiduciary capacity on behalf of HPC as a whole and the Members equally.
- Detailed knowledge of accounting principles.
- Detailed knowledge of Oregon and Federal Wage and Hour and Leave Laws
- Must be able to successfully complete a background check.
This employer is an equal employment opportunity employer. All applicants will be considered without regard to age, color, national origin, religion, sex or other protected status in accordance with applicable federal and state equal employment opportunity laws.
