Emergency Medicine Practice Administrator

CRMC and IMH

ABOUT THE POSITION  

The Emergency Medicine (EM) Practice Administrator of Aligned Providers Wyoming (APW) will oversee the daily administrative processes and assist with the management of APW’s emergency medicine providers. Additionally, they will support the leadership of APW for administrative duties. They will also serve as the liaison between APW and Medical Staff Office(s). This role is accountable for providing direct comprehensive administrative and clerical support to leadership and will be an integral part of the team by acting as the main resource and contact in daily operations and activities in the department.

This role requires a proactive, resourceful, and discreet individual who can properly manage confidential information with the utmost professionalism.

This position will report to the Director of Administrative Operations and is semi-hybrid; must reside within 25 miles of Cheyenne, WY.

Essential Responsibilities:

Practice Administration

• Oversee the day-to-day activities; assist with scheduling, including creating and managing the provider schedules
• Provide support to APW Regional Scheduling Coordinator and site Medical Directors as needed
• Generate monthly schedule breakdowns
• Reinforce policies and procedures and supervision of physicians and advanced practice providers (APPs)
• Manage the provider orientation process, to include education of new staff and working with MSO’s to assist with orchestrating hospital specific orientation processes. This may include preparing travel arrangements for providers
• Work with payroll to ensure accurate input of hours
• Act as liaison to all third-party vendors
• Support with recruitment and credentialing processes with APMSO operations accordingly as needed
• Coordinate work schedules to efficiently make appointments and generate virtual meetings. This will require attendance to record meeting minutes
• Monthly data extraction. Collaborate with the leadership team to identify quality initiatives and manage quality metrics, including tracking, reporting, and posting
• Prepare provider evaluations. Schedule, prepare and document necessary data for all evaluations; i.e., areas of improvement, action plans, kudos and acknowledgment, YTD metric data
• Monitor provider schedules and keep track of additional time worked
• Assist with APW apps and platforms, i.e., QGenda, GroupMe, any applicable current platforms used, and future platforms in which may be implemented
• Promote effective working relationships with ancillary departments and hospital leadership to help facilitate meeting department goals and objectives
• Maintain close relationships with site department leadership at our client facility(ies)
• Promptly forward provider inquiries to the appropriate department(s) and/or contact(s)
• Monitor delinquent charts for submission and coordinate with medical records for timely billing
• Effectively communicate essential information to and from providers and leadership regarding:
• Client updates
• HR Information
• Leadership and Operations
• Other information as requested
• Other site-specific responsibilities as assigned

Administrative and Clerical Support

• Calendar Management: Effectively manage complex schedules, including appointments, meetings, and travel arrangements
• Meeting Preparation: Prepare for meetings by gathering necessary materials, scheduling participants, and taking/disseminating detailed minutes
• Project Management: Assist with various projects and initiatives, including tracking deadlines, coordinating tasks, and providing administrative support
• Financial Management: Manage Leadership expenses, reimbursements, and invoices
• Communication: Maintain effective communication with internal and external stakeholders, including board members, executives, and clients
• Confidential Information: Handle sensitive and confidential information with the utmost discretion and professionalism
• Office Management: Oversee office operations, including managing office supplies, equipment, and vendor relationships

Other Duties
May include:

• Using good judgment in assessing the urgency and relevance of problems and matters
• Process final documents and arrange for distribution
• Ensure smooth operation of APW’s office through efficient coordination of procedures and workflows
• Other duties as assigned

Expectations:

A successful site Emergency Medicine Practice Administrator will possess a set of prerequisite skills to qualify
them for this position:

• Effective and clear verbal and written communication skills
• Excellent interpersonal and coaching skills
• Demonstrated ability to lead and develop with a growing organization
• Demonstrated ability to serve as a successful participant with the team
• Evidence of the practice of a high level of confidentiality
• Deft organizational skills
• Ability to manage multiple priorities and meet deadlines

“Our core values are all aligned around a culture of service to our hospital partners and our staff.”

1. Trust- Always do the right thing
2. Growth- Continuously build on past success
3. Partnership- Every relationship is essential to our success
4. Quality- Constantly enhance experiences by replicating successful practices & innovations

Education:

Associate’s degree in Healthcare Administration, Business Administration, or related field; bachelor’s degree highly preferred

Experience:

• 5+ years of related experience in healthcare administration, with a focus on medical practice management
• Healthcare industry experience is required
• Experience in practice administration and personnel management in a similar environment
• Experience with EMR
• Knowledge of provider credentialing and enrollment
• Physician management operations
• Proficient with Microsoft applications; Word, PowerPoint, Excel, Outlook, SharePoint
• Administrative experience
• Familiarity with QGenda preferred, not required

Knowledge & Skills:

• Self-motivated with the ability to work independently and complete required duties
• Exceptionally organized with the ability to manage multiple high priority tasks
• Excellent interpersonal and communication skills
• Resilient and flexible
• Ability to provide consistency in messaging and actions
• Ability to actively and purposefully seek out opportunities to listen to providers needs and engage in meaningful and solution-oriented dialogue. A transparent communicator that follows through until issues are resolved
• Basic medical knowledge
• Strong problem-solving and decision-making skills
• Time management
• Ability to gain trust of management, peers & staff, and cultivate/maintain effective relations

Physical Requirements

Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of the arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Work Environment

Normal office environment, may work under stressful circumstances at times. Local travel between office(s) and site facilities required.

ABOUT ALIGNED PROVIDERS WYOMING

Founded in 2016, Aligned Providers Wyoming (APW) is a Wyoming-based, independent contract management group. We are a provider-owned and led regional group that is highly invested in the community. Our  tight-knit team and is committed to continually advancing clinical leadership, care quality, and the business side of medicine. Today, APW offers permanent and short-term staffing solutions for emergency medicine, hospital medicine, urgent care, and hybrid EM and HM programs in Wyoming and surrounding states. Learn more about Aligned Providers Wyoming here.

ABOUT THE COMMUNITY

Cheyenne has wild-west roots and is still home to cowboys and the world’s largest outdoor rodeo. It is the capital of Wyoming and the site of F.E. Warren Air Force Base. Set against a backdrop of mountains and vibrant sunsets, Cheyenne offers a small community feel with easy access to amenities you expect from larger cities. If you are the adventurous type, you can enjoy world-class mountain biking, climbing, and camping in the Cheyenne area. It is also nestled in close proximity to destinations such as Fort Collins, CO (just one hour away) and Denver and Rocky Mountain National Park (both less than two hours away).

MEET YOUR RECRUITER

Athena Witham

Email your resume to Athena

O: 800.970.4097 ext. 3

M: 419.604.9294

Aligned Providers and Aligned Providers Wyoming are equal opportunity/affirmative action employers. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.