Practice Administrator – Specialty Women’s Health (Gynecology & Urogynecology)
Locations: Arcadia & Glendale, CA (two sites) • Schedule: Full-time, Onsite • Reports to: Practice Owners
About Us
We are a high-volume specialty medical practice focused on gynecology and urogynecology. With 4 providers, two clinic locations, ~100 patient visits per day, ~12 staff, and an outside biller, our practice is growing rapidly. We’re seeking an experienced Practice Administrator to take charge of daily operations, lead staff, oversee patient flow, and optimize performance—while reporting directly to the practice owners.
The Role
The Practice Administrator will be responsible for the end-to-end management of both offices, including staff supervision, patient flow optimization, IT/EHR oversight, vendor coordination, and revenue-cycle collaboration. This is a hands-on, onsite leadership role requiring presence across both locations during clinic hours (8:00 AM – 5:30 PM) and flexibility to handle some responsibilities off-hours (evenings/weekends as needed).
Key ResponsibilitiesOperational Leadership
- Oversee day-to-day operations across two locations to ensure seamless patient flow (~100 patients/day).
- Implement and enforce SOPs for scheduling, documentation, patient prep, front desk, and clinical support workflows.
- Coordinate daily huddles and ensure schedule accuracy to reduce errors and delays.
Staff Management
- Directly supervise ~12 staff (front desk, medical assistants, and support roles).
- Responsible for hiring, onboarding, cross-training, evaluations, and corrective action—with consultation from owners.
- Develop staff through coaching, accountability systems, and growth opportunities.
Technology & Data
- Manage and optimize use of eClinicalWorks EMR and related technology platforms, including AI-based tools.
- Build clear reporting dashboards for owners (patient volume, no-shows, staff performance, documentation gaps).
- Drive adoption of technology to improve efficiency, reduce errors, and improve patient experience.
Revenue Cycle & Coordination
- Partner with outside biller to improve financial performance.
- Monitor front-end accuracy (eligibility, prior auths), reduce claim errors, and address denial trends.
- Ensure timely completion of documentation for clean billing.
Patient Experience & Growth
- Track and improve patient satisfaction by reducing no-shows/reschedules, ensuring proper visit preparation, and enhancing service quality.
- Support online reputation management, referral coordination, and access to care initiatives.
- Implement strategies to support practice growth and service utilization.
Success Will Be Measured By
- Patient volume actually seen (not just scheduled).
- Reduced scheduling errors and smoother workflows.
- Lower no-show/reschedule rates.
- Fewer visits with missing or incomplete documentation.
- Staff efficiency, performance, and professional growth.
- Timely and actionable reporting to owners.
Qualifications
- 5+ years’ experience in practice administration/management in a multi-provider, high-volume outpatient clinic (women’s health strongly preferred).
- Proven leadership managing 10+ staff across multiple roles; experience with hire/fire authority.
- Strong understanding of revenue cycle and payer coordination.
- Expertise with eClinicalWorks or similar EHR, and strong comfort with technology, reporting, and AI-driven tools.
- Excellent people management, organizational, and communication skills.
- Bachelor’s degree required; advanced certifications (CMPE, PMP, COA/CPC) a plus.
Why Join Us?
This is an opportunity to take full ownership of operations for a respected, growing women’s health practice. You will have autonomy to lead, streamline workflows, and improve performance, while working directly with engaged physician owners.
How to Apply
Submit your resume and a brief cover letter highlighting your leadership and operational improvement experience.
Job Type: Full-time
Pay: $62,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Paid time off
Education:
Experience:
- Practice management: 5 years (Required)
- Medical receptionist: 3 years (Required)
- Medical Assistant: 3 years (Required)
Work Location: In person
