Medical administrator job description

This post includes 3 parts: duties list, job qualification and job description writing tips for Medical administrator in details. A complete job description concludes Medical administrator key duties/responsibilities, Medical administrator job qualifications (knowledge, education, skills, abilities, experience…KSA model) and other ones such as daily tasks, key activities, key/core competencies, job functions/purpose…

I. List of Medical administrator duties:

1.     Reporting directly to the Vice President and providing necessary reports

2.     Employee relations including employee incentives, payroll, team morale, recruitment and employee disciplinary actions

3.     Negotiating vendor and insurance contracts

4.     Reviewing A/R and patient aging reports

5.     Communicating with Medicare and overseeing the appeal process

6.     Ensuring medical, governmental and insurance compliance

7.     Managing and developing marketing efforts

8.     Implementing an Electronic Health Record system

9.     Reconciling and updating QuickBooks and financial statements

10.  Providing practice growth ideas and overseeing implementation

11.  Maintaining our high level of patient service

12.  Analyzing business practices and conducting audits to ensure compliance and provide recommendations

13.  Reviewing the Center’s P&L and providing forecasts and opportunities for increased efficiency

14.  Building the Center’s reputation with physicians, patients, third-party payers and the community

15.  Participating in professional and community organizations to cultivate working relationships

16.  Managing of the various team leaders: administrative, clinical and billing

17.  Adhering to our Center’s core values

II. List of Medical administrator qualifications

1.     Bachelor’s degree is a must, MBA or MHA preferred

2.     5 years minimum medical management experience required

3.     Working knowledge of healthcare financial management, specifically medical practice accounting, third-party reimbursement issues and patient flow

4.     Experience using an electronic health record (NextGen is preferred)

5.     Strong IT skills, computer expertise includes: Word, Outlook, PowerPoint and Excel (must be able to create and update Excel spreadsheets)

6.     Exceptional communication skills – both written and verbal 

7.     Ability to read and understand CPT and LCD codes and adhere to Medicare guidelines and compliance issues

8.     Superior organizational skills and attention to detail

III. Tips to write job description

1. Too-long job description:

Looking at a too-long job description can frighten the candidates off and drive the away. A job description, no matter how important the job is, should not be included in more than 3 pages. If one focuses on too many things at a time, he shall definitely lose focus on the main items and get overwhelmed by the remaining; So, keep it concisely.

2. Too-short job description:

While too-long can be a problem, too-short is more a problem. It will ruin the meaning of the job description. A too-short one means it lacks necessary details and therefore, the candidate will not be able to understand while reading it.

3. Listing unnecessary functions or job duties:

Just classifying these into the “others” category will save you a lot of effort and space. On the other hand, the job description will become more dilute and easy to be neglected.

4. Key functions

Not listing key functions as required for the job can be a fatal mistake to a job description.

5. Grammar and spelling

Poor grammar and having spelling errors can ruin the job description, too. Never think that as you are the employer, you may have the right to make grammar or spelling errors while requires other not to. A job description with such errors is easily to be mistaken as a fake or ghost ads; as a result, the candidate will turn away from it.

6. Not specific enough:

Be specific and concise; if you don’t address the specific, then what the job description is for. It is for the candidate to understand just exactly what he needs to do or needs to have. Lacking details can confuse the candidates very well.

7. Not having the job description reviewed by others:

This is also a common mistake. One may be subject to bias, but more than one, especially with the help of those external advisor, the job description can be more perfect.

8. Using buzzwords or abbreviations:

In fact, it is not necessary at all to use such in a job description.

9. Using slang or legal words:

Just use common wording to communicate with others and don’t do anything extraordinarily.

10. Not updating the job description:

The same job may require different duties and responsibilities in different times, so, you cannot use the same job description for 2 different times.