Medical Administrator

Job Purpose: The Deputy Medical Superintendent/ Medical administrator is responsible for overseeing the daily operations of a healthcare facility, ensuring administrative efficiency, regulatory compliance, and high standards of patient care. This role involves managing the administrative team, coordinating with medical staff, handling patient-related issues, and ensuring that the facility complies with healthcare regulations and standards.

Job Responsibilities:
Administrative Operations:

• Oversee the day-to-day administrative functions of the healthcare facility, ensuring efficient operation.
• Manage appointment scheduling, patient registration, medical records, and other front-desk activities.
• Ensure that the facilitys administrative procedures are compliant with healthcare regulations and standards.
• Liaise with medical and non-medical staff to ensure smooth coordination between departments.

Staff Management:

• Manage and supervise the administrative and support staff, including receptionists, clerical workers, and billing personnel.
• Coordinate staff schedules, manage workloads, and ensure appropriate staffing levels.
• Conduct performance evaluations, provide feedback, and oversee training and development for administrative staff.
• Address any staffing issues, including conflict resolution and disciplinary actions.

Patient Relations:

• Serve as the point of contact for patient inquiries, complaints, and feedback, ensuring a high level of customer service.
• Ensure that patient admissions, discharges, and appointments are handled efficiently and professionally.
• Monitor patient satisfaction and implement improvements to enhance the patient experience.

Financial & Billing Management:

• Oversee billing and coding processes, ensuring accurate invoicing, payments, and insurance claims processing.
• Manage the facilitys budget, track expenses, and ensure cost-effective operations.
• Work closely with the finance team to handle billing discrepancies, unpaid claims, and other financial issues.
• Ensure compliance with healthcare insurance policies and practices.

Compliance & Regulatory Oversight:

• Ensure that the healthcare facility adheres to healthcare regulations, including HIPAA, OSHA, and other applicable laws.
• Stay up-to-date with changes in healthcare regulations and ensure that the facility is compliant.
• Prepare for and manage internal and external audits, inspections, and accreditation processes.
• Implement and enforce policies related to patient confidentiality, health and safety, and infection control.

Healthcare Facility Maintenance:

• Oversee the maintenance and upkeep of the facility, including equipment management, cleanliness, and safety standards.
• Ensure that medical equipment is regularly serviced and functioning properly.
• Coordinate with external vendors for facility repairs, equipment purchases, and other necessary services.

Reporting & Data Management:

• Maintain accurate records of patient visits, treatments, and administrative data.
• Prepare reports on administrative activities, patient flow, and facility performance for senior management.
• Utilize healthcare management software and electronic health record (EHR) systems to manage data effectively.

Inventory & Supplies Management:

• Manage the procurement of office supplies, medical equipment, and other necessary items for the facility.
• Ensure that inventory levels are maintained and that supplies are readily available for medical staff.
• Work with suppliers and negotiate contracts to ensure cost-effective purchasing.

Collaboration with Medical Staff:

• Work closely with doctors, nurses, and other healthcare professionals to ensure smooth operations.
• Coordinate administrative support for medical staff, such as scheduling meetings, organizing training, and managing staff rosters.
• Facilitate communication between the medical and administrative teams to ensure high-quality patient care.

Candidate Requirements:

• Leadership & People Management: Ability to lead and manage administrative staff, ensuring high performance and efficiency.
• Organizational Skills: Strong ability to manage multiple administrative tasks, prioritize work, and ensure the smooth operation of the facility.
• Communication Skills: Excellent verbal and written communication skills, especially when dealing with patients, medical staff, and external vendors.
• Problem-Solving: Ability to identify issues and implement solutions quickly to maintain facility operations.
• Knowledge of Healthcare Regulations: Strong understanding of healthcare laws, regulations, and best practices
• Customer Service Orientation: Commitment to providing high-quality service to patients and addressing their needs efficiently.
• Technical Proficiency: Familiarity with healthcare management software, EHR systems, and general office software (e.g., Microsoft Office).