Practice Administrator

ROLE: Dermatology Practice Administrator

LOCATION: Pittsburgh, PA (Monroeville & Mt. Lebanon)

SALARY: Starting at $75,000 based on experience

The primary characteristics required to be successful in this position are leadership, teamwork, problem-solving, and striving for operational excellence.

This position provides leadership across the practice's operations, including Front Desk, Clinical & Histology Teams, Human Resources, Revenue Cycle Management (RCM), IT, and Facilities.

The Practice Administrator is highly data-driven, accountable to schedules, and ensures day-to-day consistency while maintaining focus on operational excellence. They will supervise practice staff, manage daily operations across our two sites, and implement strategic solutions to improve practice performance.

This is a 5-day-per-week position with the ability to work from home one day per week pending clinic stability. There will be regular travel between our two practice locations in Monroeville and Mt. Lebanon.

They will work closely with and report directly to the Principal Physician/CEO. Crucially, the Practice Administrator will collaborate daily with our current Office Manager, aligning on operational execution and delegating front-line administrative duties to ensure practice-wide goals are met. They will also be supported by our wider administrative team, including a Clinical MA and Front desk Leads, and Billing team.

Core Characteristics

• Exhibit the practice's core values (teamwork, quality, compassion, hard work, and intellectual curiosity and problem-solving) through your work.
• Focus on continuous improvement, utilizing metrics and KPIs to maintain an efficient, high-quality clinical environment.
• Demonstrate professionalism through work competency, attitude, behavior, attire, and attendance.
• Exhibit meticulous attention to detail, particularly in financial oversight, facility management, and clinical workflows.

Core Responsibilities

Lead and manage daily operations across two locations:

• Collaborate with the Office Manager to organize and oversee work schedules and cross-site assignments between Monroeville and Mt. Lebanon to meet operational needs and optimize coverage.
• Maintain a smooth, efficient flow of operations, ensuring that patients are served empathetically and efficiently. Focus heavily on optimizing patient door-to-door times, managing the multi-stage timing unique to Mohs micrographic surgery.
• Front desk: Support the Office Manager in managing personnel, maintaining efficient coordination with all departments, and ensuring a high-quality patient experience.
• Clinical & Laboratory: Manage the clinical team and provider/patient schedules to optimize schedule density (tracking provider slot utilization, no-show rates, and cancellation backfills). Partner with clinical staff to ensure the smooth operation of the in-house histology laboratory.
• Facilities Management: Oversee physical plant logistics for both the Monroeville and Mt. Lebanon locations, managing site-specific utility requirements, clinical square footage utilization, and patient/staff parking accessibility.
• Lead, maintain, and improve a regular team meeting cadence to ensure strong communication: L10s, MOMs, and staff meetings.

Lead Hiring, HR, and Payroll:

• Recruit, screen, and hire administrative staff, medical assistants, and specialized histology technicians, working alongside the Office Manager for seamless integration of new team members.
• Develop, maintain, and implement effective onboarding plans for all new hires to ensure they are set up to succeed.
• Track staff turnover and employee satisfaction metrics, implementing strategies to maximize retention.
• Manage payroll, retirement accounts and fringe benefits alongside Office Manager (review timesheets, approve PTO, run payroll, etc.).

Lead people development, performance assessment, and maintain practice culture:

• Maintain regular engagement with all staff to ensure a positive work environment consistent with the practice's values and provide timely management of issues.
• Foster an environment of growth, accountability, and excellence.
• Conduct quarterly check-in conversations with team members.
• Manage annual performance reviews for all personnel with a focus on data-driven development and mentorship.
• Implement and monitor performance plans and corrective actions as needed.

Ensure financial responsibility and metric accountability:

• Maintain strong visibility into the Revenue Cycle (tracking days in A/R, clean claim rates, and denial rates) to quickly resolve issues and identify opportunities for improvement.
• Work to optimize clinical schedules to maximize revenue for the clinic.
• Manage staffing levels and compensation decisions to maintain an appropriate payroll budget.
• Track operational overhead and monitoring supply costs to maintain healthy operating margins.

Vendor Management and Purchasing:

• Oversee vendor sourcing and vetting, ensuring the practice receives maximum value for its purchases and service contracts.
• Meticulously audit all vendor and contractor invoices to identify, address, and resolve any billing discrepancies or mathematical errors prior to approval.
• Manage the supply chain and maintenance schedules for specialized capital equipment, including linear stainers and optical microscopes.
• Review monthly purchases to ensure against fraud and waste.

Administrative & IT Responsibilities:

• Support the Billing team on provider credentialing.
• Lead office compliance: HIPAA, OSHA, HITECH, CMS, and State Health Dept. Serve as the Equal Employment Officer (EEO) and HIPAA Officer.
• Manage, monitor, and attest for MIPS/MACRA.
• Develop and create SOPs to improve the efficiency and consistency of operations.
• IT: Understand and troubleshoot the EMR and vendor integrations; assist with new implementations.

Professional Development & Other Duties:

• Participate in relevant professional associations as a representative of the practice.
• Keep current with changes in rules/regulations and other developments relevant to medical office and surgical operations.
• Assist and facilitate marketing as needed, especially around meet-and-greets.
• Expand the practice's network of referring providers while maintaining positive relations.
• Other duties as assigned or necessary based on business needs, including assisting leadership with future practice acquisition logistics.

Core Competencies

• Decision Making: Ability to make data-supported decisions guided by precedents, policies, and practice objectives.
• Problem Solving: Ability to address problems that are highly varied and complex, requiring staff input and innovative thinking to resolve issues.
• Independence of Action: Ability to set goals and priorities. Makes recommendations for department policies, practices, and programs.
• Communication: Ability to communicate information effectively to all levels of staff, providers, management, patients, referring offices, and vendors. Ability to communicate complex concepts, address sensitive situations, resolve conflicts, and motivate others.
• Knowledge: Demonstrate in-depth knowledge of healthcare management concepts, specialized clinical terminology, and operational policies.
• Team Work: Act as a team leader, creating a collaborative and respectful environment across multiple physical locations while closely partnering with existing management.
• Customer Service: Provide a high level of customer service and staff training to meet expectations. Resolves issues in a timely and respectful manner.
• Cadence and Efficiency: Coordinate the practice’s operational cadence, ensuring all metrics, deadlines, and workflows are executed efficiently and on time.

Job Type: Full-time

Benefits:

• Flexible schedule
• Health insurance
• Referral program
• Retirement plan

Experience:

• Dermatology: 1 year (Required)

Ability to Commute:

• Pittsburgh, PA 15228 (Required)

Ability to Relocate:

• Pittsburgh, PA 15228: Relocate before starting work (Required)

Work Location: In person