Practice Administrator

Birmingham, Alabama
None provided
Mar 12, 2024
Apr 11, 2024
Full Time
Practice Setting
Work Mode
Organization Type


As both the business head and administrative leader of the practice, the Practice Administrator acts as the principal liaison between the practice location and headquarters. Heavily responsible for P&L oversight, business development initiatives, improvement activities, general administrative tasks, and monitoring for regulatory compliance. Puts a high priority on developing and maintaining excellent communication and working relationships with clinic providers and acts as a strong advocate for staff and patients. Leads by example and prioritizes a fair and balanced approach in all matters. Balances revenue maximization and cost controls with quality patient care. This role requires a roll-your-sleeves-up attitude.


Core Responsibilities, Skills & Expectations:


  • P&L oversight driving top and bottom-line growth, with an emphasis on managing to an annual budget.


  • Oversight of front and back-office operations, ensuring smooth workflows and role responsibilities are met. Establishes\implements goals, objectives, policies, procedures, and systems for all operational areas of the clinic.


  • Supports Marketing to develop and launch effective campaigns to increase appointment volume, cross sell services, capture market share, and maintain a stellar reputation in the community on behalf of both the providers and the practice.


  • Reports directly to the Operations Head and indirectly to physician-practice owners and stakeholders.


  • Works closely with Revenue Cycle to ensure A/R is optimally liquidated, denials are minimized, refunds are issued, charts are closed timely, and questions are promptly answered to the billing & claims team.


  • Works closely with HR to manage payroll & practice facing payroll system for providers & staff, calculate and approve commissions, bonuses, reimbursements as well as routine and non-routine compensation calculations.


  • Works closely with IT to ensure that hardware and software needs are identified and met, including hardware tools for staff and software updates for systems.


  • Works closely with Account & Finance to submit and track Account (A/P, A/R) requests, PAFs, payroll & banking needs.


  • Assists Project Managers with operational & systems integrations as needed.


  • Responsible for supply expenses, maintaining responsive PAR levels for cosmetic, medical & office supplies, reduce shrinkage and control spending.


  • Inventory controls- periodically monitor inventory for expiration dates: discard expired drugs, products, and supplies. Report expiration and arranges refunds, returns and credits necessary with purchasing.


  • Performs and documents periodic staff meetings and educational in-service including but not limited to OSHA, CPR and HIPAA.


  • Works to ensure that the site is in regulatory compliance with agencies such as OSHA, CLIA, AHCA, DHS and others as appropriate.


  • Performs duties and interacts with all team members facilitating congenial and professional working relationships with subordinates, peers, and superiors, creating a harmonious work environment, allowing work to flow in a positive, constructive, and professional manner.


  • Able to step in and act in any operational role in the event of staffing shortages or emergencies.




  • 5+ years of experience in progressive and hands-on managerial experience in a Plastic Surgery, or MedSpa or majority medical-cosmetic practice required.


  • Bachelor’s degree preferred or an equivalent combination of education and experience.


  • Demonstrated knowledge and professional record of financial oversight, same store growth, P&L responsibility, and healthcare shared service management. Preferably in an MSO model.


  • Excellent follow up, organizational skills with the ability to gather, analyze and interpret information.


  • Understanding of cash pay business model, cash controls and industry specific patient demographics, customer service and market-product fit


  • Ability to apply policies and principles to solve everyday problems and deal with a variety of situations.