Practice Administrator

Medical Associates of Northern New Mexico (MANNM) is seeking an exceptional Practice Administrator to join our team and manage our practice on a full-time basis. Located in scenic Los Alamos, NM, we serve a wonderful community with an educated population and low criminal activity. MANNM is close to Bandelier National Monument, Pajarito Ski Mountain, and over 80 hiking trails. In 2024, Los Alamos was voted #2 Healthiest Community in the US.

Our office is a multi-specialty out-patient clinic with 14 providers and 65 support staff, serving our patients in Primary Care, Cardiology, Endocrinology, and Nephrology. We’re also home to a Walk-In Clinic and accredited Ultrasound lab.

This position is pivotal in ensuring the efficient operation of our healthcare facility, the largest private, physician-owned practice in northern New Mexico. You will work alongside a talented group of dedicated clinicians, team supervisors, and staff on a mission to constantly improve outstanding health care for our patients.

Responsibilities:

• Facilitate day-to-day clinical operations within the practice, including managing patient, staff and provider interactions and maintaining a service-based approach to issue resolution
• Partner with our board of directors on an ongoing basis to ensure high-quality patient care delivery.
• Work with a recruiting company, the Board, and HR to recruit, interview, organize site visits and successfully onboard providers.
• Monitor providers’ clinical performance and administrative work, such as timely dictation and manage/approve time off requests for providers.
• Perform or oversee an internal audit of provider billing. Offer educational tips to improve provider documentation, and accuracy.
• Resolve provider and patient complaints. Dismiss patients using sound judgement considering provider input, practice needs, and patient needs as necessary.
• Conduct and organize Meetings for the board, providers, administrative team, and staff.
• Directly supervise, evaluate, correct, guide, and provide ongoing coaching and accountability to 9 team members, which includes four team supervisors and five administrative positions to ensure exceptional patient care and create positive change.
• Improve workflows and procedures throughout the clinic
• Develop a patient care model to provide a seamless patient experience by all team members through provider, staff, and patient feedback.
• Deliver the flawless execution of brand standards, including but not limited to customer service excellence between our staff and our patients and between our in-house team members. Maintain relationships with key partners, including vendors, merchants, providers, and staff members. Serve as a point of contact and abide by an open-door policy for all staff and promote cleanliness in all work areas.
• Support revenue operations in collaboration with the administrative bookkeeper, manage financial health of clinic.
• Support materials management by ensuring efficient management of resources and identifying opportunities to improve financial standing.
• Assist HR as needed with staff complaints; hiring administrative staff and supervisors; disciplinary measures; and coaching.
• Negotiate contracts and fee schedules with contracted insurance companies and seek to increase patient volume by contracting with new insurance companies.
• Ensure compliance with all standard operating procedures to ensure practice compliance with industry standards, regulations, and mandatory trainings.
• Oversee administrative tasks such as submitting quarterly taxes; MIPS documentation; Provider Credentialing; CMS-I&A accounts; submission and distribution of W2 1099’s, 1094, 1095; Payroll and payroll taxes. 
• Act as HIPAA Privacy Officer. Investigate all reports of HIPAA breaches. Train and educate staff regularly on HIPAA best practices. Lead annual mandatory training and provide additional education as needed. Assist in any disciplinary action related to HIPAA violations or breaches with HR and the employee’s supervisor.

Minimum Qualifications

• Bachelor’s Degree or experience-based equivalent
• At least 7 years of experience as a Practice Administrator or comparable position
• Proficient with EMR administrative settings
• Understanding of Revenue Cycle Management
• Knowledge of medical terminology and procedures
• Strong analytical skills with proficiency in the Microsoft suite and spreadsheets.

Preferred Characteristics

• Naturally gravitate towards permanent solutions vs. small band-aid fixes, dislikes solving the same problem twice.
• Follows through on commitments, takes accountability for actions, and ensures others follow suit.
• Establishes clear responsibilities and processes for monitoring work and measuring results.
• Quickly assesses challenges, counters with solutions, and is confident under pressure.
• Anticipates obstacles and plans accordingly.
• Builds rapport with people across all levels and functions in an open, friendly, and accepting way.
• Compassionate, open-minded, and non-judgmental.
• Remains positive in the face of obstacles and adversity.

Contact Jensen at hr@mannm.com for any questions about the position or our practice.