Key Responsibilities - Practice Administrator EyeCare
Operations & Patient Access
- Own daily clinic flow: template capacity, provider schedules, surgical/procedure blocks, ancillary testing, and room utilization.
- Optimize patient access (lead times, throughput, no-shows, cancellations) and front desk functions (eligibility, authorizations, referrals).
- Oversee Optical (if applicable): merchandising, inventory, pricing, capture rate, lab turnaround, and customer experience.
- Maintain equipment uptime and vendor service schedules; manage supply chain/consumables and cost controls.
Clinical & Compliance
- Partner with clinical leads on standardized protocols for diagnostics (e.g., OCT, VF, topography), injections/procedures, and rooming.
- Ensure compliance with HIPAA, OSHA, infection control, CMS documentation rules, and state optometry/ophthalmology regulations.
- Maintain policies, training, incident reporting, and safety drills; manage credentialing and payer enrollments.
Revenue Cycle & Financial Management
- Oversee end-to-end RCM: charge capture, coding integrity, claims, denials, authorizations, patient pay, and refunds.
- Track and manage KPIs (days in A/R, A/R >90, net collection rate, denial rate, POS collections).
- Build and manage operating budgets, P&L, cost containment initiatives, and capital planning (equipment, IT, EMR).
People Leadership
- Lead and develop a multidisciplinary team (front desk, call center, techs/scribes, surgical coordinators, RCM, optical).
- Workforce planning: hiring, onboarding, training, scheduling, performance management, and retention.
- Foster a culture of service, inclusion, patient safety, and continuous improvement (Lean/Kaizen mindset).
Patient Experience & Quality
- Own patient satisfaction (e.g., NPS, CAHPS elements where applicable); service recovery and complaint resolution.
- Support quality initiatives, clinical registries, referral relationships, and community/marketing efforts.
Systems, Data & Projects
- Administer practice management (PM), electronic health record (EHR), optical/point-of-sale (POS), and phone systems.
- Build dashboards and routine reporting (daily/weekly/monthly) for leadership and providers.
- Lead projects: clinic expansions, workflow redesign, new service lines (e.g., premium IOLs, dry eye, aesthetics).
Qualifications
Required
- 5+ years of progressive healthcare operations leadership; 2+ years in Ophthalmology and/or Optometry preferred.
- Bachelor's degree in Healthcare Administration, Business, or related field (or equivalent experience).
- Demonstrated experience with provider scheduling, RCM KPIs, budget ownership, and team leadership (20+ FTEs).
- Working knowledge of HIPAA/OSHA, payer rules, prior auths, and surgical scheduling (cataract, retina, glaucoma, plastics) and/or optometric services (comprehensive eye exams, CL, medical optometry).
- Proficiency with EHR/PM and data reporting (Excel/BI).
- Strong communication, customer service, and change management skills.
Preferred
- Multi-site leadership experience; integration of Optical retail operations.
- Experience with high-volume subspecialties (e.g., retina injections, premium cataract, LASIK).
- Certifications: COE (Certified Ophthalmic Executive), COA/COT/COMT (or strong familiarity managing allied ophthalmic personnel), ABO/NCLE exposure for optical settings, CPC/COC (coding) a plus.
- Lean Six Sigma or formal process improvement training.