Manager, Practice Administrator (2392)

US Heart and Vascular is needing a Practice Administrator Manager to join our team at Heartland Cardiology in Wichita KS.

Position Summary

• The Practice Administrator is responsible for improving patient access, optimizing provider scheduling, and ensuring efficient clinic throughput across the cardiology practice. This role monitors scheduling performance, referral conversion, and clinic capacity to identify opportunities that improve patient access, provider productivity, and overall operational efficiency.
• The Practice Administrator also provides operational oversight of patient access workflows, including front-end clinic processes such as patient check-in and arrival management, with the goal of improving patient satisfaction, reducing wait times, and supporting efficient clinic flow.
• This role works closely with Patient Access leadership, clinic managers, and providers to proactively address access barriers, streamline workflows, and implement operational improvements that enhance both the patient experience and practice performance.

Key Responsibilities - Scheduling & Access Optimization

• Monitor provider schedules to identify gaps, underutilization, and access barriers.
• Track key access metrics including third next available appointment, schedule utilization, no-show rates, same-day cancellations, and new patient access.
• Identify opportunities to improve template design and appointment distribution.
• Recommend scheduling adjustments to improve provider productivity and patient access.
• Analyze provider supply versus patient demand and recommend adjustments to scheduling models and clinic coverage when appropriate.

Referral Management Oversight

• Identify delays in authorization or scheduling processes that may impact patient access.
• Escalate urgent or time-sensitive referrals when necessary.
• Track referral conversion rates and identify referral leakage.

Clinic Throughput Monitoring

• Review daily clinic schedules to anticipate capacity issues and potential bottlenecks.
• Support clinic teams in addressing scheduling constraints that impact clinic flow.
• Identify operational issues affecting clinic throughput and patient experience.
• Assist leadership in managing clinic capacity across providers and locations.
• Recommend workflow improvements that support efficient patient movement through the clinic.

Patient Access Operations Oversight

• Provide operational oversight of patient access functions with a focus on improving the front-end patient experience.
• Evaluate patient check-in and arrival workflows to identify inefficiencies, delays, or barriers impacting patient satisfaction and clinic throughput.
• Partner with Patient Access leadership and clinic managers to streamline check-in workflows and reduce patient wait times.
• Monitor performance indicators related to patient arrival, registration accuracy, and clinic flow.
• Identify opportunities to improve the patient arrival experience through workflow redesign, process improvements, and technology optimization.
• Support implementation and optimization of patient access technologies such as digital intake tools, self-check-in solutions, and patient engagement platforms.
• Ensure front-end operational workflows align with clinic throughput goals and support efficient provider schedules.

Medical Records Oversight

• Provide operational oversight of medical records workflows to ensure timely, accurate, and compliant management of patient documentation.
• Monitor processes related to record requests, document scanning, chart completion, and release of information to ensure efficiency and regulatory compliance.
• Identify workflow inefficiencies in record management processes and implement improvements that enhance turnaround times and reduce administrative burden.
• Monitor key performance indicators related to record processing times, chart completion, and release of information requests.
• Assist leadership in addressing operational issues related to documentation workflows that may impact patient care, compliance, or revenue cycle performance.

Reporting & Data Analysis

• Develop and maintain access and throughput reports for operational leadership.
• Provide weekly and monthly reporting on scheduling performance and patient access trends.
• Support operational planning with data-driven insights.
• Monitor dashboards and system reports to identify performance gaps.
• Analyze data related to scheduling utilization, referral conversion, clinic throughput, and patient access.

Process Improvement

• Collaborate with Patient Access and Operations leadership to improve workflows that impact patient access and clinic efficiency.
• Identify opportunities to streamline scheduling, referral management, and patient arrival processes.
• Support initiatives that improve patient access, reduce scheduling delays, and enhance the patient experience.
• Assist with implementation of scheduling standards and operational best practices across clinic locations.

Requirements:Qualifications - Education

• Bachelor's degree preferred in healthcare administration, business, or related field.

Qualifications - Experience

• 2-5 years of experience in healthcare operations or patient access.
• Experience working in a specialty practice environment (cardiology preferred).
• Experience with EHR scheduling systems and operational reporting tools.

Skills

• Strong analytical and problem-solving abilities.
• Advanced understanding of scheduling workflows and patient access operations.
• Ability to interpret operational data and identify trends.
• Strong communication and collaboration skills.
• Highly organized with strong attention to detail.

Wichita, KS: Wichita is affordable, with a strong job market in aerospace, healthcare, and manufacturing. The cost of living is low, making homeownership easier. It has a growing arts scene, great schools, and plenty of parks. With urban perks and small-town charm, Wichita is a great place to live.