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Practice Administrator

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Refresh Mental HealthTrevose, PA
  • Springfield Psychological is a premier mental health private practice with locations throughout Pennsylvania, New Jersey, and Delaware.
  • We are seeking full time Practice Administrator located in our Springfield, PA practice location to join our outstanding team.
  • The Practice Administrator will be responsible for the managing the day-to-day operations of an outpatient behavioral health practice with multiple locations throughout the Delaware Valley while promoting a culture of high performance and continuous improvement that values learning and a commitment to quality based on Springfield Psychological’s Mission and Vision.
  • We continually strive to achieve a culture of warmth, friendliness, and professionalism.
  • Springfield Psychological has provided excellent service in the community for over 30 years and we strongly that a great workplace culture is the key to any successful group practice, and so it is something we work on every day achieving a culture of warmth, friendliness, and professionalism.
  • Springfield has been awarded by the Pennsylvania Psychological Association as one of THE “psychologically healthy workplaces”.
  • Our culture encourages a spirit of collegiality and opportunities to connect with other providers throughout all our practices.
  • Manage overall practice operations in an efficient and effective manner
  • Manage daily staff schedules to ensure optimal operation of the practice
  • Develop, communicate, and implement appropriate policies and procedures that support the overall strategic goals of the practice
  • Continuously explore new work processes and work with appropriate staff and departments to implement change of new work processes, monitor and make adjustments as needed; work with staff for feedback for new processes, prepare staff for changes and ensure continuous communication
  • Regularly review work processes to ensure efficiency of workflow, including implementation of technology and best practices
  • Maintain a patient/customer focus as evidenced by patient satisfaction scores and other indicators
  • Achieve financial goals related to budget, including revenue and expense management
  • Participate in the management of the revenue cycle process across practice; collaborate with Revenue Cycle Manager and other key stakeholders to achieve optimal efficiencies
  • Work closely with Director of Operation, Clinical Director and other members of administrative team to execute strategic plans, i.e., opening of new practice sites, establishment of new service lines, etc.
  • Manage opening of new sites - follow New Site Set Up spreadsheet and work with appropriate departments to arrange for IT needs (wiring, phones, computers), procure necessary furniture, work with billing to set up appropriate billing location in EMR
  • Work with real estate partners to identify and secure leases for new space; understand needs for outpatient sites, I.e., sq ft, # of rooms
  • Comply with regulatory requirements
  • Oversee the security procedures that guard private information of the business and its patients
  • Foster and maintain a collaborative work environment that values professionalism and accountability in all support and clinical staff as demonstrated through retention, engagement and employee satisfaction scores
  • Support Development of performance metrics for departments; work with other Refresh practices to help to determine metrics and best practices; ensure they are attainable and stretch goals
  • Work with managers and HR to develop succession planning and internal growth/promotable opportunities
  • Establish and monitor direct report performance and development goals, assign accountabilities, establish priorities, conduct required performance evaluations and administer salary adjustments
  • Interview, hire, orient and train new employees in accordance with HR guidelines
  • Mentor and develop direct reports using a supportive and collaborative approach
  • Collaborate with HR Generalist and/or clinicians to create, develop and deliver recurrent training to support staff
  • Maintain records for payroll for direct reports, including paid time off
  • Maintain continuous open lines of communication to keep the Director of Operations Clinical Director and other key members of the administrative team informed of critical issues
  • Develop, foster and maintain strong relationships with business support vendors (IS/IT, EMR), insurance payers, medical providers/practices/health system contacts and professional associations
  • Identify opportunities to negotiate favorable pricing with vendors
  • Act as point person for general facility management and assist Site Directors with their specific facility management issues, if needed
  • Interface with customers on issues where service expectations were not met, including use of key listening and communication skills to work towards a resolution that meets expectations of customers and practice
  • Identify, track and report on referral patterns to specific sites and service lines
  • Serve as Compliance Officer for Springfield Psychological; work closely with appropriate Compliance Departments to ensure highest level of security and privacy within practice
  • Be an active participant of change, and demonstrate confidence to question and challenge the status quo
  • Use best and most diligent efforts, professional skills and judgement
  • Represent Springfield Psychological in a professional manner at all times.
  • Attend meetings as required by Director of Operations and/or CEO
  • Comply with all policies and procedures of Springfield Psychological
  • Continuously learn and acquire industry knowledge
  • Willingness to travel as needed to ensure proper representation of practice and/or administration
  • A minimum of seven (7) years Medical Practice Management required
  • Bachelor’s Degree, Management, Healthcare Administration required
  • A proven track record of practice operations, managing people and influencing others.
  • Knowledge of behavioral health/medical terminology and/or experience with CPT and ICD-10 coding
  • Knowledge of third-party billing requirements, including authorizations
  • Experience using EMR/Practice Management Systems
  • Excellent interpersonal skills and communication skills with all levels of staff and personnel
  • Strong analytical skills and organizational skills
  • Ability to navigate political landscape with internal and external stakeholders
  • Demonstrated ability to be flexible and adaptable
  • Proficiency in Microsoft Office (Excel, Power Point, Word)
  • Ability to understand and utilize all systems required for this position
  • Springfield Psychological is a proud member of the Refresh Mental Health network.
  • Refresh provides outstanding operational support, infrastructure, and resources to allow clinicians to focus on what they do best — providing exemplary care to clients.
  • This partnership allows us to offer additional resources and operational support while maintaining our local identity and leadership.
  • Refresh Mental Health is an Equal Opportunity Employer that values a diverse workplace.
  • We are committed to building a team that is inclusive of all people, including those of LGBTQQIA+ communities, members of all ethnic groups, people with disabilities and medical conditions, foreign-born residents, and veterans.
  • All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.
  • Refresh is also committed to compliance with all fair employment practices regarding citizenship and immigration

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