The Practice Administrator role is a member of our leadership team and works directly with the Director of Practice Management. The Practice Administrator will work with Somnia’s executive management team as well as local hospital leadership. Strong interpersonal, organizational and time management skills are a must.
DEPARTMENT STANDARD: PERFORM DEPARTMENT DUTIES IN A TIMELY AND EFFICIENT MANNER
Follow standard chart batching and scanning process according to Somnia’s billing partner’s policies and procedures
Work with hospital, Somnia and billing company to scan directly to pertinent imaging system
Submit 100% of charts within 3 business days
Complete or appropriately train support staff to thoroughly scrub charts for all the pertinent pieces of information including but not limited to:
Provider(s) names / signatures
Start / End times
Accurate and complete procedure / specificity
Diagnosis / specificity / ICD-10 compliant
SCIP measures (temp, beta blocker, sterile technique, etc even if just for internal audit)
Documentation of who completed any ancillary services (ie blocks, lines, etc)
Service Location (Hospital, ASC)
Sub-Location (ie: OR1, OB, Endo, etc)
Ensure VP of Patient Revenue has complete lists of service locations and sub locations
Lead discussions to establish interfaces between the hospital and billing partner to include:
Clinical documentation – only applicable to electronic anesthesia documentation sites
Demographic interface – should be available at all locations
Maintain 100% accurate case log
Information entered in the Admin Database within 3 business days of DOS and updated daily
Reconciliation within 1 week of email notice when discrepancies with billing case log when identified
Assist to ensure enrollment of new clinicians with payers prior to start date including but not limited to:
Follow up to ensure paperwork is sent to new clinician
Fully completed paperwork is returned and received
Send out START DATE NOTIFICATION email no later than 45 days prior to start. If a quicker start is needed, please notify Payer Enrollment and Clinician affairs as soon as possible
Send updated notification if start date changes
NOT SCHEDULE NEW CLINICIAN UNTIL PAYER ENROLLMENT DOCUMENTS ARE RECEIVED BY PAYERS (point of contact to check status – Joe Andrews)
Review billing IR log daily. Keep IR list to less than 7% of monthly case volume.
Address pending items within 48 business hours.
Work with billing partner and VP of Patient Revenue to determine a site-specific process for following up on self-pay accounts.
Billing coding /compliance
Establish and maintain quarterly audit review meeting with billing partner and VP of Patient Revenue and Corporate Compliance Office
Complete HIPAA Compliance Officer training
Implement new role after education received from Corporate Compliance Officer
Distribute annual and/or updated compliance and HIPAA materials to providers
Obtain and track acknowledgement forms
Send completed forms to point of contact at Somnia (Stephanie R/Inna B)
100% adherence to the compliance program is expected. Rates monitored and calculated by compliance and will be shared with sites monthly.
Maintain up to date, complete and accurate monthly reporting - Hospital Account Review Report
Maintain all required information on the Intranet
FTE model – weekly
Clinician Contact list – reviewed monthly for accuracy
Upload presentations, education pieces, staff meeting minutes
Other materials as they are developed
Maintain all work on network drive
Migrate any locally saved work to intranet or network folder
Sign in to Sims daily
Ensure education, utilization and audit of Somnia standard forms (work with EMR development where applicable)
If standard forms cannot be implemented or incorporated into EMR system responsible for alerting VP of Operations and VP of Patient Revenue
Will follow formal process to review hospital mandated forms including
Review of forms by Somnia leadership / Billing Partner
Feedback on potential deficiencies / compliance risks
Formal letter to hospital leadership and forms committee regarding findings
Clinician Support Tasks
Implement TLO for time keeping system
Submit payroll data on Friday of payroll week ensuring 100% accuracy
Capture and report actual hrs worked
Include locum hours when reporting total work hours for account review
Fully integrate QGenda scheduling system
Ensure all clinicians utilize it to full functionality
Ensure QGenda data is updated if changes are made after publishing schedule (ie: swapping shifts, vacation time, unpaid days off, sick calls, etc)
Create and follow standard process for when a clinician leaves your group
Collect keys, badges, etc.
Send e-mail to the last day notification group indicating the last day the clinician provided services.
Follow MSO guidelines for termination of privileges.
Credentialing and Enrollment Support
Be point person for collecting and distributing provider information for initial and re-credentialing process
Review lists of expiring or expired credentialing items, obtain outstanding information and send to Somnia credentialing and hospital medical staff office (when appropriate)
Support Joint Commission process and standards for all PD staff
On Boarding – lead on boarding process for assigned clinicians
Utilize, reference and refer people to on boarding spreadsheet for accurate and up to date clinician information
Send START DATE NOTIFICATION email as described above
Actively participate in all facility related recruitment calls including weekly recruitment call
Ensure completion of CEs within 72 business hours
Help with local recruitment efforts and follow up with local candidates when/if necessary
Engage with facility marketing and recruitment team to expand recruitment efforts locally
Complete modules as assigned
Participate in the development of content when requested
Monitor and follow up with clinicians to ensure they complete their assigned training
Policies & Procedures
Create non-clinical policies where required/requested
Ensure annual review and update of said policies and procedures
Hospital QA Department relationship: Provide support to ensure a positive and supportive working relationship with the hospital quality department to include periodic visits and emails to ensure that we are meeting the goals and expectations of the hospital.
Communicate any issues to Somnia’s Quality Department
Clinical Audits: Facilitate and support improvements in conducting periodic clinical practice audits and maintaining accurate records/reporting.
Clinically focused audits (6 per year)
Store audit results on server or intranet (if no PHI)
Facilitate evaluation and use of audit methods; ie: paper, smartphone, etc.
Ensure completion of at least 1 cost savings project annually
Formally Document on-going PI projects (not just on HAR spreadsheet)
Ensure TIMELY completion of F/OPPEs
Load on shared drive folder and provide copy to hospital MSO.
Review hospital SCIP data with chief and staff, if applicable
Report HOSPITAL calculated results monthly on HAR
Enter all results in numerator/denominator fashion so sample size is easily identifiable.
If hospital is not tracking and reporting SCIP data complete annual audit of SCIP measures and include in HAR
Ensure OB epidural tracking times are reported and either captured locally or sent to billing partner
Patient Satisfaction: Facilitate and support improvements, especially with OB patient satisfaction, ie: patient education, tablet e-survey roll-out, etc.
Ensure competency with accessing and using the MTC web portal to access data, update practice info, produce reports, etc.
Support roll out and utilization of OB tablet surveys
Ensure safe storage and maintenance of tablet
Conduct annual surgeon satisfaction survey to obtain feedback from > 30% of surgeons (or more frequently if required by contract)
Support annual nursing satisfaction survey, if applicable
Develop, implement and audit action items based on patient, surgeon and nursing satisfaction survey results
Ensure there is an action plan to improve scores and report on this monthly on HAR spreadsheet
Respond timely to requests for information / data collection for creation of quarterly, annual, and ad-hoc client reports
Implement, maintain and make available an up to date policy and procedure manual with:
At least annual review an sign off by chief
Sign off sheet for all credentialed anesthesia clinicians for your facility acknowledging review and understanding of contents
Incident Reporting: Facilitate and support improvements in reporting rates
Help identify reporting trends and address suspected under reporting
Facilitate timely chief reviews and processing within guidelines
QM database: Maintain complete, accurate, and timely database entries
Frequent database maintenance
Competent at pulling data and reports as needed for practice and Somnia
Be able to discuss trends in the types of incidents reported.
Facilitate entry of timely chief reviews in the database
Peri-op/OR data: If the site doesn’t already have readily available and accurate Periop/OR data on the traditional KPI metrics, facilitate and support a process to either implement a new electronic tracking process or one by hardcopy form
Support and facilitate compliance with the use of the ACER program (minimum monthly staff access and review) to include electronic and posted reminders for the staff and discussion at staff meetings.
Support and facilitate the use of the data for F/OPPEs and Chief reviews.
Staff Awareness/Education: Support and facilitate the regular presentation and discussion of compliance and quality related data and issues during staff meetings, etc.
Post compliance/quality related data and materials at appropriate locations to for staff reminders and awareness of goals and performance.