Practice Administrator

Description

The Practice Administrator is responsible for the overall operational leadership, administration, and performance of an assigned Damian Family Care Centers (DFCC) health center(s). Reporting directly to the Chief Operating Officer, the Practice Administrator ensures the delivery of exceptional patient care through efficient operations, regulatory compliance, financial stewardship, and effective leadership of clinical and non-clinical staff.

The Practice Administrator partners closely with medical, dental, behavioral health, nursing, pharmacy, quality improvement, human resources, finance, and support service departments to ensure seamless daily operations while advancing the mission, vision, and strategic goals of Damian Family Care Centers. The Practice Administrator fosters a culture of accountability, teamwork, service excellence, patient-centered care, and continuous quality improvement.

Essential Job Duties

Operational Leadership

• Direct and oversee the day-to-day operations of the assigned health center(s), ensuring efficient, patient-centered, and cost-effective delivery of services. 

• Ensure operational readiness for all scheduled clinic sessions by maintaining appropriate staffing, equipment, supplies, and workflow efficiency. 

• Develop, implement, monitor, and continuously improve operational processes that enhance patient access, provider productivity, and patient satisfaction. 

• Analyze operational metrics and key performance indicators (KPIs), implementing corrective action plans when performance goals are not achieved. 

• Ensure consistent implementation of organizational policies, procedures, workflows, and operational standards. 

Leadership & Staff Management

• Provide direct supervision, coaching, mentoring, and performance management for assigned supervisory, clinical support, and administrative staff. 

• Promote employee engagement, accountability, teamwork, and professional development. 

• Prepare timely performance evaluations and provide ongoing coaching and feedback. 

• Participate in recruitment, interviewing, hiring, onboarding, orientation, and retention of qualified staff in collaboration with Human Resources. 

• Manage staffing schedules to ensure appropriate coverage while maintaining fiscal responsibility. 

• Address employee relations matters, disciplinary actions, and performance concerns in collaboration with Human Resources. 

Clinical Operations

• Partner with Medical, Dental, Behavioral Health, Nursing, and Pharmacy leadership to optimize clinic operations and patient flow. 

• Monitor patient access, appointment availability, scheduling efficiency, referral management, prior authorizations, and care coordination. 

• Ensure providers and clinical support staff have the resources necessary to deliver high-quality patient care. 

• Collaborate with providers to identify operational barriers and implement workflow improvements. 

• Support implementation of new clinical programs and operational initiatives. 

Regulatory Compliance & Quality

• Ensure compliance with all applicable federal, state, local, HRSA, OSHA, HIPAA, infection prevention, and regulatory requirements. 

• Maintain readiness for regulatory surveys, audits, and accreditation activities. 

• Monitor compliance with infection prevention protocols, OSHA Bloodborne Pathogen Standards, and workplace safety initiatives. 

• Collaborate with Quality Improvement to monitor quality metrics, patient outcomes, risk management initiatives, and patient experience measures. 

• Investigate operational incidents and implement corrective action plans as appropriate. 

Financial & Operational Performance

• Monitor practice productivity, provider schedules, patient volume, revenue cycle indicators, and operational expenses. 

• Assist with budget planning, resource allocation, and expense management. 

• Identify opportunities to improve operational efficiency while maintaining high-quality patient care. 

• Monitor inventory, equipment, and vendor relationships to ensure operational continuity. 

Patient Experience

• Foster an environment that promotes exceptional customer service and patient satisfaction. 

• Resolve patient concerns, complaints, and service recovery opportunities promptly and professionally. 

• Serve as a patient advocate while ensuring compliance with patient rights, confidentiality, and HIPAA regulations. 

• Promote culturally competent, compassionate, and equitable care for all patients. 

Technology & Information Systems

• Demonstrate proficiency in Electronic Health Records (EHR), practice management systems, Microsoft Office applications, and other healthcare technologies. 

• Utilize operational dashboards and reports to monitor performance and guide decision-making. 

• Ensure accurate documentation, data integrity, and appropriate use of health information technology. 

Organizational Leadership

• Collaborate with executive leadership and department directors on strategic initiatives, operational improvements, and organizational goals. 

• Participate in leadership meetings, committees, and cross-functional projects. 

• Promote Damian Family Care Centers' mission, vision, values, and commitment to excellence throughout the organization. 

• Maintain flexibility to respond to organizational priorities and emergencies.

Requirements

• Bachelor's degree in Healthcare Administration, Business Administration, Public Health, Nursing, or a related field required. 

• Master's degree in Healthcare Administration (MHA), Business Administration (MBA), Public Health (MPH), or related discipline preferred. 

• Minimum of five (5) years of progressive healthcare management experience, including at least three (3) years in an ambulatory care, Federally Qualified Health Center (FQHC), or multi-specialty medical practice leadership role. 

• Demonstrated experience supervising multidisciplinary teams. 

• Experience managing provider schedules, staffing, patient access, and healthcare operations. 

• Strong understanding of healthcare regulatory requirements including HRSA, HIPAA, OSHA, Infection Prevention, and New York State Department of Health regulations. 

• Experience with quality improvement initiatives and performance metrics. 

• Proficiency in Electronic Health Records (eCW preferred), Microsoft Office Suite, and healthcare reporting systems. 

• Strong operational and strategic leadership skills. 

• Excellent interpersonal, communication, conflict resolution, and coaching abilities. 

• Demonstrated ability to lead organizational change and process improvement initiatives. 

• Strong financial, analytical, and problem-solving skills. 

• Ability to manage multiple priorities in a fast-paced healthcare environment. 

• Excellent organizational and time management skills. 

• Ability to foster collaboration across interdisciplinary teams. 

• Commitment to patient-centered care, diversity, equity, and inclusion. 

• Ability to maintain confidentiality and exercise sound judgment. 

Physical & Work Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential function

• Ability to lift, carry, push, and pull objects weighing 25–50 pounds.

• Primarily office-based role within a healthcare/clinical setting. 

• May require occasional travel between DFCC sites. 

• Prolonged periods of sitting, working at a computer, and reviewing detailed financial and operational data. 

• May require extended hours during audits, reporting cycles, or system implementations. 

• Frequent interaction with staff, leadership, external vendors, and regulatory agencies.