ENT and Allergy Associates, LLP and Quality Medical Management Services USA, LLC is seeking a self-motivated, people-friendly full-time Practice Site Administrator for our Willingboro office.

The overall purpose of this position is to manage all the day-to-day responsibilities of a large office, where the staff size is greater than five people. Such responsibilities include but are not limited to the following:

• Responsible for directly or indirectly the recruitment, training, evaluation, scheduling, and supervision of all personnel.
• Responsible for IFOD procedures (EMR offices), must know this policy and procedure and act quickly when the computers go down.
• Responsible for training all employees on how to use the IFOD functions (Icon/USB).
• Responsible to ensure all staff understands and knows how to use Phreesia.
• Educates staff regarding job requirements and expectations.
• Works with Human Resources and Operations to address staffing concerns such as personnel conflicts, performance issues, and staffing shortages.
• Documents personnel problems in employee records.
• Counsels staff when necessary.
• Most importantly, ensure that the office waiting room, exam rooms, kitchen, file rooms, etc., are neat and tidy at all times.
• Assists with answering the phones, addressing patient complaints or concerns, and covering for other staff members when they are out sick.
• Reviews ALL physician schedules daily to ensure the appointment policy of 5 per hour, with the 6th patient being an emergent patient, is followed.
• Reviews and creates daily schedules of all staff members, daily hours, Saturdays, vacation schedules, etc.
• If the office is on the PRRC, the PSA is responsible for auditing schedules.
• Must review ALL work log tasks on a daily basis, as this is crucial for your daily routine in Next Gen and will be included in your annual review.
• Order and maintain accurate levels of all office supplies and forms. Establish relationships when necessary with vendors and suppliers. Must train staff on E-Requestor, the new purchasing software.
• Operate the office under specified budget constraints, prepare and approve invoices to be paid, and follow appropriate policy and procedure.
• Must ensure Petty Cash is reconciled daily, along with the change drawer if the office has one.
• Responsible for Old A/R if transition is involved, reconciling old A/R, and preparing old EOB/Monies for the corporate office. (if biller on staff, this is N/A).
• Deposits are to be made daily, creating a mail payment journal, attaching the appropriate documentation.
• All offices must run KEPT reports to ensure all charges from that day are accounted for.
• PSAs must run KEPT reports, drop charges daily, and run Encounters with No Charges weekly, as this allows you to catch charges that were accidentally missed.
• PSAs are responsible for running claim edits after their charges have been dropped. This scrubs the errors and allows the PSA to task the physician for information needed to send the claim to the insurance carrier.
• Keep accurate Payment Journal & Account Payable logs in your Policy & Procedure book.
• Precertify and schedule surgeries, tally monthly surgery totals, referrals & assists. Post daily Surgical Charges (N/A if office has a surgical coordinator).
• Work directly with doctors in communicating office schedules, health insurance issues, medical fees, and follow up on patient information.
• Ensure that proper codes are used for various procedures and EM visits. In conjunction with the Billing Director, ensure all physicians and staff are appropriately educated regarding billing processes relayed to them, including documentation guidelines and appropriate billing and coding of services.
• Posts ALL hospital consults and ER visits each month for the physicians.
• Hold regular office meetings (Morning or afternoon Huddles) and keep staff informed about new policies and procedures, insurance info, memos, etc.
• Handles all Medical Record Requests or coordinates this responsibility with the file coordinator. Ensures all CBO Billing requests are sent back with the appropriate information, and in a timely fashion.
• Ensures that the Facility Checklist is maintained throughout the year (i.e., carpet cleaning, waxing exam room floors, etc.).
• Will learn and help train all employees on the new EMR (Electronic Medical Records).

Personal Attributes

• Can handle a multitude of tasks simultaneously.
• Able to deal effectively with employees.
• Willing to train personnel.
• Usually first to arrive in the office.

We offer a superior benefits package, including excellent medical and dental coverage.

Please note: ENT and Allergy Associates, LLP and Quality Medical Management Services USA, LLC is an E-Verify employer.