Job Description

Company Overview

Clavenna Vision Institute has been serving the Birmingham community for more than 40 years, providing comprehensive ophthalmology and optometry services. Specializing in cataract surgery, LASIK, glaucoma management, and advanced contact lens fitting, the practice is well-known for its patient-centered care and long-standing reputation. A great fit for candidates who value tradition, community trust, and excellence in eye health.

Position Summary

The Practice Administrator position provides administrative leadership and support to the practice across all clinic locations and surgery center. The position is responsible for the overall day-to-day operations of the practice, including optical, clinical, and surgical operations. They also handle budgeting and business decisions related to human resources and compliance, accounting and finance, marketing, and revenue cycle management in conjunction with the corporate headquarters of EyeSouth Partners. The Practice Administrator ensures quality services are provided according to established policies and procedures and regulatory governing bodies by working in collaboration with practice physicians. The Practice Administrator ensures best practices are achieved and strategic goals are met. The position serves as a consultant to management of human resource - related issues, acts as an employee champion and change agent, assesses and anticipates HR and Operation related needs. The Practice Administrator maintains an effective level of business literacy about the practice's financial position, operational needs, its culture, and its competition.

Responsibilities

General Operational Responsibilities:

• Manages day-to-day operations for clinic office locations and Assisted Surgery Center (ASC)

• Identifies and recommends procedural changes and solutions practice-wide

• Acts as a liaison for the providers to relay any clinical, operational or other issues the providers may have via appropriate channel

• Ensures key performance indicators are met across all departments

• Meets with the Regional Director of Operations and Physician leadership on a regular basis to provide recommendations, reporting, and insights

• Develops insights and recommendations based on supported data and analytics to drive optimal clinical, optical, and surgical performance

• Assist with other local governance areas as defined by EyeSouth and Practice Managing Partners

• Assists with special projects as defined by Regional Director of Operations

Clinic and Surgical Operations:

• Manages ASC Nurse Manager, Clinical Technician Manager, and Assistant Practice Administrator

• Identifies recurring patient care and surgery scheduling issues and seeks to find solutions

• Ensures proper and efficient clinic and surgical flow. Works with providers, ASC, and Clinic Managers to develop and implement standard operating procedures for departments

• Oversees use of EHR and PM software solutions and regularly identifies and recommends areas for improvement, including relationship management with specific vendor representatives

• Troubleshoots issues daily pertaining to patient care and scheduling

• Conducts monthly manager meetings

Front Office Operations:

• Manages Office Managers

• Ensures the efficient and effective administration of the Front Office, including superb customer service, front-end revenue cycle responsibilities (insurance verification, demographic data entry, and collection of patient responsibility balances), and scheduling processes

• Conducts monthly managers meetings

Human Resources & Compliance:

• Manages Assistant Practice Administrator

• Partners with Regional Human Resources to manage staff training and development for clinic and ASC locations

• Ensures timesheet authorization, PTO approvals, and all required payroll reporting is completed in a timely fashion

• Ensures the practice culture is reflective of the practice mission, vision, and core values

• Ensures the policies outlined in the EyeSouth Employee Handbook are met

• Ensures operational and facility compliance measures are met with the assistance of the Chief Compliance Specialist

Qualifications

• Bachelor’s degree required, (MBA or MHA preferred)

• 4+ years of multi-site clinical management experience required; ASC experience strongly preferred

• Proven ability to lead and develop a team and drive performance improvement, demonstrated by progressive increases in management responsibility

• Proven ability to thrive in a highly matrixed environment

• Strong financial aptitude with experience managing a P&L

• Rational and analytical approach with a friendly disposition; ability to remain calm in difficult situations

• Ability to work beyond the normal hours, as needed (including potential weekends)

• Excellent presentation, interpersonal and communication skills; written and documentation skills

• Excellent time management skills (organizing and prioritizing workload) in order to meet deadlines

• Ability to quickly learn new software, new systems, adapt to change and communicate effectively

• Intermediate computer skills including Microsoft Office; especially Word, Excel, and PowerPoint

• Excellent interpersonal skills including the ability to interact effectively and professionally with individuals at all levels; both internal and external

• Exercises sound judgment in responding to inquiries; understands when to route inquiries to next level, with a strong sense of urgency.

• Must be able to manage multiple tasks/projects simultaneously within inflexible time frames.

• Ability to adapt to frequent priority changes

• Ability to build consensus among cross-functional teams

• Strong problem solving and negotiation skills

Company Benefits

We offer a competitive benefits package to our employees:

• Medical
• Dental
• Vision
• 401k w/ Match
• HSA/FSA
• Telemedicine
• Generous PTO Package

We also offer the following benefits for FREE:

• Employee Discounts and Perks
• Employee Assistance Program
• Group Life/AD&D
• Short Term Disability Insurance
• Long Term Disability Insurance

EyeSouth Partners is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

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