Practice Administrator I

St Luke's University Health Network Washington, NJ
St. Luke's is proud of the skills, experience and compassion of its employees. The employees of St. Luke's are our most valuable asset! Individually and together, our employees are dedicated to satisfying the mission of our organization which is an unwavering commitment to excellence as we care for the sick and injured; educate physicians, nurses and other health care providers; and improve access to care in the communities we serve, regardless of a patient's ability to pay for health care.Responsible for all aspects of the daily operation of the medical practice. Manages all day-to-day activities, giving direction to both clinical and clerical staff. Responsible for efficient operation of the front and back office, including staff scheduling and computers. Maintains filing system and reviews end-of-month reports. Maintains expertise on computer billing system, coding and insurance requirements. Together with physician(s), responsible for the successful operation of the practice.

JOB TITLE: Practice Administrator

Job Class

Code Number


DEPARTMENT: St. Luke's Physician Group

REPORTS: Regional Manager, Physician




1. Design and implement Business Plan for office in conjunction with Regional Manager and physician(s).

2. Provides daily clinical and clerical support for patients and staff.

3. Arranges meetings and scheduled appointment for the physicians. Maintains competence in Master Scheduling.

4. Screens telephone calls and visitors, and sorts incoming and interdepartmental mail.

5. Distributes correspondence, labs, reports, etc. to the individuals designated in a timely manner and maintains files of these and related materials.

6. Actively participates in maintaining and/or improving quality improvement initiatives

regarding Physician Billing computer system, patient satisfaction survey, staff valuations and other QI problems.

7. Takes active role in facilitating team approach to functions within the department:

* Attends departmental meetings.

* Actively participates as a team member in resolution of problems as they are identified.

* Analyzes current procedures, bringing suggestions for improvement to the attention of team members and supervisor for consideration.

8. Responsible for working with the care team to provide assistance as needed.

* Collaborates with care team to determine best practices with patient panel

* Supplies care team with guidance and needed reports to determine the need for various sets of individuals; creating opportunities for those individuals to achieve optimal health through chronic disease management, wellness promotion, and disease prevention.

9. Responsible for coordinating and implementing practice measures for Value Based metrics, i.e. PCMH, Meaningful Use and PQRS.

10. Carry out directives of St. Luke's Network to ensure compliance with all federal and local regulations pertaining to all areas of business and clinical practice.

11. Oversees all aspects of billing and financial management in the medical practice.

12. Works with Regional manager and physicians to prepare, monitor and attain financial budget.

13. Maintains high level of competence on Physician Billing computer system.

14. Continually monitors adherence to policies and procedures by all staff.

15. Manages all aspects of billing and revenue cycle. Carries out Network directives and insures compliance with all federal and local regulations pertaining to all areas of business and clinical practice.

16. Maintains defined levels of office supplies; oversees purchase of clinical supplies; prepares purchase orders.

17. Manages maintenance of office equipment and furnishings.

18. Addresses company representatives, patients, visitors, co-workers and others in a courteous, professional and pleasant manner at all times.

19. Oversees retrieval of patient records in preparation for patient visits as requested.

20. Uses effective and appropriate communication style and interpersonal skills.

21. Assists with patient education re: diet, medications, etc.

22. Oversees copying of patient records as requested; verifies appropriate information release.

23. Oversees that lab, radiology and other reports are attached to appropriate patient's record and that results and records are reviewed by physician.

24. Updates daily roster in a timely, accurate and complete manner.

25. Handles all scheduling difficulties or special requests in a timely manner.

26. Establishes and maintains a good rapport and cooperative working relationship with others.

27. Insures phone calls requiring medical information, interpretation or judgment are referred to the physician or other appropriate clinical staff member.

28. Monitors competency of staff and provides training and timely feedback.

29. Evaluates, in conjunction with practice physician(s), new staff minimally after 3 months and then yearly. All other staff is reviewed on a yearly basis.

30. Actively works towards maintaining standards as established by St. Luke's Physician Group, including various incentive programs..

31. Attendance at quarterly manager meetings, insurance inservices and any other education inservice as deemed necessary by St. Luke's Physician Group.

32. Oversees staff completion of charge slips, charge logs and deposits and process to central billing office in a timely fashion. Ultimately responsible for accuracy and completeness of patient registration.

33. Assist patients in understanding account balances and actively work to collect same.

34. Maintains confidentiality of all materials handled within the Network/ Entity as well as the proper release of information.

35. Complies with Network and departmental policies regarding issues of employee, patient and environmental safety and follows appropriate reporting requirements.

36. Demonstrates/models the Network's Service Excellence Standards of Performance in interactions with all customers (internal and external).

37. Demonstrates Performance Improvement in the following areas as appropriate: Clinical Care/Outcomes, Customer/Service Improvement, Operational System/Process, and Safety.

38. Demonstrates financial responsibility and accountability through the effective and efficient use of resources in daily procedures, processes and practices.

39. Complies with Network and departmental policies regarding attendance and dress code.

40. Demonstrates competency in the assessment, range of treatment, knowledge of growth and development and communication appropriate to the age of the patient treated.


1. Other related duties as assigned.


Standing and walking six hours per day, up to two hours sitting at a time. Frequently uses fingers for typing, data entry, etc. Frequently uses hands. Occasionally uses upper extremities to lift up to 20 pounds; sometimes heavier. Very often stoops, bends and reaches above shoulder level. Hearing as it relates to normal conversation. Seeing as it relates to general vision, near vision, peripheral vision and visual monotony.


Exposure to infectious disease due to continual patient contact.




Planning and implementing office practices and procedures, managing staff and physician(s). Maintaining a filing system, medical records, financial records and time schedules of employees. Effectively schedules patients to assure efficient utilization of appointments. Assures that patient demographics is captured and correctly entered into computer system.


Reports to office physicians(s) and Regional Manager, St. Luke's Physician Group. Directly supervises both clinical and clerical office staff.


Interfaces with employers, patients, and members of the health care team. Excellent verbal and written communication skills are required.


Demonstrates mature, conscientious and professional behavior. Accepts responsibility and follows directions.




High School diploma/ GED.

Bachelor's Degree Preferred, in Health or Business related field.


Three to five years of similar experience in multi-provider and/or multi-location medical practices. Experience with all medical office procedures and management. Knowledge of all medical terminology. Knowledge of most medications prescribed by physicians. Knowledge of computer systems. Knowledge of medical practice billing. Maintains current CPR.

Must possess ability to prioritize tasks. Must possess ability to organize workload. Must be flexible and able to adapt. Must be tactful and even-tempered with the ability to follow through on projects with minimal supervision, make independent decisions and use good judgment. Must have excellent organizational skills and productivity to maintain smooth workflow. Must maintain confidentiality of all correspondence, personnel, financial and operational issues.

WORK SCHEDULE: Days, evenings and weekends, as scheduled.

REVISED: May 15, 2014

Please complete your application using your full legal name and current home address. Be sure to include employment history for the past seven (7) years, including your present employer. Additionally, you are encouraged to upload a current resume, including all work history, education, and/or certifications and licenses, if applicable. It is highly recommended that you create a profile at the conclusion of submitting your first application. Thank you for your interest in St. Luke's!!

St. Luke's University Health Network is an Equal Opportunity Employer.

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