Practice Administrator

Position Summary:

The Practice Administrator is a hands-on operational partner to the Practice Manager and supports the launch, expansion, and ongoing development of the medical practice. This position leads cross-functional projects involving clinic readiness, facilities, vendors, licensing and compliance coordination, payer and revenue-cycle readiness, technology implementation, and service-line expansion, including infusion services. The Practice Administrator converts leadership decisions into organized workplans, follows projects through completion, and helps establish scalable systems for safe, efficient, and patient-centered operations.

This role complements not duplicates the Practice Manager. The Practice Manager retains primary responsibility for daily clinic operations, routine staff oversight, scheduling, and real-time workflow management unless specific responsibilities are formally delegated.

Key Responsibilities:

Clinic Launch and Expansion

·   Develop and maintain comprehensive launch plans, timelines, responsibility assignments, readiness checklists, and risk logs for new clinics, locations, and service lines.

·   Coordinate clinic startup activities across operations, clinical leadership, facilities, finance, vendors, technology, credentialing, billing, and compliance partners.

·   Track dependencies, escalate barriers, document decisions, and ensure owners complete deliverables by established deadlines.

·   Support the development and implementation of infusion services, including operational readiness, vendor coordination, equipment planning, medication-storage requirements, emergency preparedness, staff training coordination, and mock-readiness exercises.

·   Coordinate pre-opening walkthroughs, readiness reviews, and post-launch stabilization activities.

Facilities, Equipment, and Vendor Management

·   Coordinate facility assessments and work with qualified healthcare contractors, landlords, and consultants regarding medical-space requirements, accessibility, electrical capacity, HVAC, plumbing, sinks, medication storage, and life-safety needs.

·   Obtain, compare, and manage vendor proposals, contracts, implementation schedules, insurance documentation, and service-level expectations.

·   Oversee procurement and installation planning for clinical and administrative equipment, furniture, telecommunications, supplies, and technology.

·   Maintain vendor and contract records, renewal dates, warranties, maintenance schedules, and issue-resolution logs.

Regulatory, Licensing, and Compliance Coordination

·   Coordinate required applications, renewals, documentation, and readiness activities related to clinic operations, business licensing, laboratory services, infusion operations, pharmacy or medication-management requirements, OSHA, HIPAA, and other applicable standards.

·   Coordinate in-state and out-of-state provider licensing, renewals, credentialing documentation, telehealth registrations, and other state-specific operational requirements.

·   Engage qualified legal, regulatory, pharmacy, clinical, or facilities experts when interpretation or professional certification is required; this position coordinates the work but does not independently provide legal or clinical determinations.

·   Maintain organized compliance calendars, licenses, permits, policies, inspection records, training documentation, and corrective-action tracking.

·   Partner with the Medical Director, CFO/COO, Practice Manager, and clinical leadership to prepare for inspections, audits, and accreditation or payer-readiness reviews, as applicable.

Operational Systems and Process Improvement

·   Partner with the Practice Manager to design, document, implement, and evaluate workflows that support efficient patient access, scheduling, referrals, authorizations, records, clinical care, medication handling, billing, and follow-up.

·   Create practical project trackers, standard operating procedures, responsibility matrices, and performance dashboards without imposing unnecessary administrative burden.

·   Identify workflow gaps, operational risks, and resource needs; recommend solutions supported by data, regulatory guidance, and frontline input.

·   Support implementation and optimization of the EMR, patient portal, phone system, document-management tools, inventory systems, and other practice technologies.

Payer, Credentialing, and Revenue-Cycle Readiness

·   Coordinate with credentialing and billing partners to monitor provider enrollment, payer contracting, fee schedules, authorizations, coding setup, charge capture, claims workflows, and go-live readiness.

·   Support financial and operational analyses for new services, including expected volume, staffing, supply and drug costs, reimbursement, vendor terms, and implementation expenses.

·   Monitor launch-related revenue-cycle issues and coordinate timely resolution with internal and external partners.

Leadership Partnership and Communication

·   Meet regularly with the Practice Manager to align priorities, clarify ownership, review project status, and resolve operational barriers.

·   Prepare concise status reports for executive and clinical leadership, including accomplishments, upcoming decisions, risks, budget impacts, and overdue deliverables.

·   Facilitate cross-functional project meetings, document decisions, and hold assigned owners accountable for agreed-upon actions.

·   Support change management and staff communication for new workflows, technologies, policies, and service lines.

·   Provide temporary project-specific supervision or implementation support when formally assigned; do not independently override the Practice Manager's established staff direction or daily workflows.

Minimum Qualifications

·   Bachelor’s degree in healthcare administration, business administration, public health, nursing, or a related field; equivalent progressively responsible healthcare experience may be considered.

·   Five or more years of healthcare operations experience, including at least two years in a medical practice, ambulatory clinic, specialty clinic, or comparable setting.

·   Demonstrated experience launching, relocating, expanding, or materially improving a clinic, service line, or healthcare program.

·   Working knowledge of ambulatory operations, HIPAA, OSHA, provider credentialing, payer enrollment, revenue-cycle processes, and healthcare vendor management.

·   Strong project-management skills with the ability to manage multiple workstreams, deadlines, budgets, vendors, and stakeholders.

·   Excellent written communication, meeting facilitation, judgment, organization, and follow-through.

·   Proficiency with Microsoft 365 and experience working with EMR/practice-management systems and project-tracking tools.

Preferred Qualifications

·   Experience launching or managing an infusion center, oncology clinic, research, or other specialty outpatient service.

·   Knowledge of California ambulatory healthcare requirements and experience preparing for regulatory inspections or operational readiness reviews.

·   Experience coordinating out-of-state provider licensing, credentialing, payer enrollment, and telehealth requirements, with working knowledge of state-specific healthcare regulations and interstate medical licensure processes.

·   Experience with buy-and-bill medications, specialty pharmacy workflows, drug inventory controls, prior authorizations, and infusion revenue-cycle operations.

·   Master’s degree in healthcare administration, business administration, public health, or a related field.