About the Opportunity

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

This is a full-time, semi-hybrid position that will report directly to the Director of Administrative Operations. The EM Practice Administrator must reside within 25 miles of Cheyenne, WY.

Essential Functions

Practice Administration

• Oversee the day-to-day activities; assist with scheduling, including shift coverage as needed, and review 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
• Ability to effectively utilize EMR to review charts for completion, or missing items such as physical examinations, H&P’s, provider signatures and co-signatures, etc.
• 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 the President’s complex schedule, 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 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 of Teammate 

“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.

To be successful as an EM Practice Administrator, you will possess a set of prerequisite competencies to qualify you 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

Work Environment

This position is semi-hybrid and includes some time in a regular office environment. Additionally, some travel between office(s) and site facilities will be expected. Due to its multifaceted nature, this role may be subject to stressful circumstances at times.

Experience and Education

The Emergency Medicine Practice Administrator position requires individuals to have an Associate’s degree in Healthcare Administration, Business Administration, or related field. While not required, a Bachelor’s degree is highly preferred. 

Additionally, applicants must have:

• 5+ years of related experience in healthcare administration, with a focus on medical practice management
• Experience in the healthcare industry
• 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

Knowledge and Skills

The Emergency Medicine Practice Administrator role demands:

• Self-motivation: Ability to work proactively and independently, and complete required duties
• Exceptional organization: Ability to manage multiple high priority tasks
• Excellent interpersonal and communication skills
• Resilience and flexiblity
• 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
• Excellent time management
• Ability to gain trust of management, peers & staff, and cultivate/maintain effective relations

How to Apply:  

Email your resume to: 

Athena Witham 

O: 800.970.4097 ext. 3

M: 419.604.9294