Practice Administrator

Why Join Us? 

SunState Medical Specialists (SMS) is proud to be a part of OneOncology in delivering exceptional, community-based specialty care across Florida. With a team of 105 physicians spanning urology, radiation oncology, medical oncology, breast surgery, general surgery, and head and neck surgery, SMS is committed to providing high-quality, accessible care. Our practice continues to expand services by offering advanced radiation therapies, in-house pharmacy and laboratory capabilities, care management, theranostics, cutting-edge diagnostic imaging, and clinical research. We are dedicated to recruiting top-tier physicians to help increase access to affordable, high-quality care throughout the state.

The Practice Administrator leads the business and daily operations of a high volume community urology practice. This experienced, hands-on leader directly manages a team of staff members supporting 1 to 3 providers and partners with physicians and advanced practice providers to maintain timely patient access, dependable staffing, efficient clinical and surgical workflows, a positive patient experience, and strong financial performance.

The administrator translates physician priorities into clear procedures, measurable goals, and consistent staff performance. The role requires sound judgment, discretion, financial literacy, and the ability to solve problems promptly while managing competing demands. Clinical supervision remains with the designated licensed providers.

Daily operations and patient access

• Lead daily office operations and coordinate front desk, scheduling, medical records, referrals, authorizations, clinical support, and billing functions.

• Build provider schedules that balance new consultations, follow-up visits, office procedures, urgent appointments, and postoperative care; coordinate changes with physician and APP availability.

• Monitor patient flow, appointment availability, telephone access, portal messages, no-shows, cancellations, and wait times; address bottlenecks and recover unused appointment capacity.

• Prepare staffing and room assignments, conduct brief operational huddles, and arrange cross-coverage during absences, volume surges, or equipment downtime.

• Maintain written workflows and continuity plans so essential services remain reliable during staff turnover, weather disruptions, or technology outages.

Staff leadership and accountability

• Recruit, onboard, train, coach, and evaluate staff; establish clear duties, service expectations, and performance goals. Liaison with the  corporate recruiter to find suitable candidates for new or open positions.

• Oversee work schedules, timekeeping, overtime, attendance, cross-training, and coverage within approved staffing and compensation budgets.

• Address performance concerns and employee conflicts promptly, fairly, and consistently; document actions and coordinate with human resources when available.

• Maintain an inclusive, respectful workplace; hold regular team meetings and individual check-ins, and provide hands-on administrative coverage when needed without neglecting management duties.

Financial management and business performance

Maintain a practical understanding of the practice’s productivity and operating costs.

• Review financial statements as available and implement cost saving measures when appropriate.

• Monitor provider schedules, visits, procedures, work RVUs , and collections using clearly defined reports report when available.

• Oversee purchasing, inventory levels, vendor performance, and service agreements, 

• Coordinate payroll inputs, accounts payable, accounting request.

Revenue cycle and payer operations

• Oversee staff or the billing vendor, with clear responsibility for charge entry, claim submission, payment posting, denial resolution, follow-up, and patient balances. 

• Monitor charge capture and reconciliation for office visits, procedures, administered drugs, diagnostic services, and surgical cases to identify missing or delayed charges.

• Ensure workflows support accurate registration, eligibility checks, referrals, benefits verification, prior authorization, and patient financial communications.

• Coordinate coding education and reviews with qualified coding resources; work with clinicians to resolve documentation gaps and support accurate, supportable billing.

• Maintain payer participation records, provider enrollment, credentialing and recredentialing calendars, and updates when providers or service locations change.

• Communicate financial policies clearly, manage escalated billing concerns, and apply approved payment arrangements and collection procedures.

Urology specific service coordination

Maintain operational knowledge of the practice’s actual service mix and ensure each service has reliable scheduling, staffing, supply, authorization, documentation, and billing workflows. The scope below applies where services are offered.

Office procedures and diagnostic services

• Coordinate the operational requirements for cystoscopy, prostate biopsy, vasectomy, urodynamics, uroflowmetry, postvoid residual testing, catheter care, and other office services.

• Maintain procedure scheduling guidelines, room readiness checklists, equipment availability, supply levels, and patient instruction workflows approved by clinicians.

• Coordinate office treatments such as intravesical therapy, bladder botulinum toxin injections, percutaneous tibial nerve stimulation, and prostate procedures when offered.

• Ensure staff can promptly route patients with urgent symptoms, catheter problems, postoperative concerns, or treatment questions to an appropriately licensed clinician using approved protocols.

Surgical scheduling and outside coordination

• Oversee surgical scheduling and coordination with hospitals and ambulatory surgery centers, including block time, case requirements, equipment, and provider availability.

• Track required authorizations, preoperative testing, clearances, consent documentation, and clinician-approved preparation instructions before the scheduled procedure.

• Coordinate postoperative appointments, pathology review appointments, and communication among patients, physicians, facilities, and referring offices.

• Track cancelled or postponed cases, resolve administrative barriers, and maintain follow-up so patients are appropriately rescheduled or referred back to the clinician.

Medications and treatment programs

• Oversee administrative processes for specialty medications, including benefit verification, authorization, approved acquisition pathways, inventory reconciliation, expiration tracking, and charge capture.

• Coordinate operational support for androgen deprivation therapy, intravesical treatments, and other medication programs in collaboration with the responsible clinical staff.

• Ensure storage, temperature monitoring, access controls, handling, and disposal procedures are established with qualified clinical and pharmacy resources as applicable.

• Coordinate patient assistance and specialty pharmacy communications when offered, and help resolve administrative delays that interrupt prescribed treatment.

Results and continuity of care

• Implement tracking systems for specimens, laboratory results, imaging, pathology, referrals, treatment milestones, and missed follow-up appointments.

• Confirm designated clinicians receive and acknowledge results and that required patient communications and follow-up are documented; escalate overdue items.

• Maintain administrative safeguards for tracking pathology and other time-sensitive findings through completion of the clinician-directed follow-up plan.

Clinical authority: Licensed clinicians retain responsibility for triage decisions, diagnosis, prescribing, treatment selection, clinical instructions, and clinical supervision. The administrator ensures the supporting processes, staffing, and escalation pathways function reliably.

Patient experience and community relationships

• Set expectations for respectful, discreet service, recognizing the sensitive nature of urinary symptoms, sexual health concerns, incontinence, and cancer care.

• Resolve escalated patient concerns, investigate service failures, document responses, and address recurring causes with the responsible team.

• Improve patient communications, preparation instructions, telephone handling, portal responsiveness, and assistance for patients with access or communication needs.

• Maintain effective relationships with referring physicians, hospitals, surgery centers, laboratories, imaging providers, and other community partners.

• Support appropriate practice growth through referral access, physician onboarding, service expansion, and outreach approved by practice leadership.

Quality compliance and risk management

• Maintain policies, training records, and assigned compliance activities related to privacy, workplace safety, infection prevention, billing integrity, and employment practices; obtain qualified guidance when needed.

• Coordinate with the clinical staff on instrument reprocessing, equipment maintenance, cleaning, exposure response, supply handling, and staff competency documentation.

• Maintain credential and license tracking, emergency contacts, incident reporting procedures, and readiness for applicable inspections, audits, and payer reviews.

• Ensure laboratory testing, imaging, drug handling, and other ancillary services have assigned oversight and the required operational documentation where applicable.

• Escalate suspected privacy breaches, patient safety events, billing concerns, and significant employee issues promptly through established leadership channels.

• Coordinate quality reporting and payer program requirements applicable to the practice, including reliable data collection and submission oversight.

Technology facilities and information management

• Oversee effective use of the electronic health record, practice management system, patient portal, telephone platform, payment systems, and operational reporting tools.

• Partner with IT support on user access, onboarding and termination changes, cybersecurity training, downtime procedures, backups, and restoration readiness.

• Maintain facilities, room utilization, equipment service schedules, supply availability, and vendor response to operational problems.

• Protect confidentiality in reports and staff communications; establish consistent document retention and secure handling workflows with appropriate guidance.

Decision authority and reporting relationships

Directly manage the  staff and coordinate operational support for 1 to 3 providers. Manage daily staffing, workflows, service recovery, and approved expenditures within the authority assigned by regional SMS leadership. Recommend changes to compensation, staffing levels, contracts, equipment, and services; obtain approval when required. Work collaboratively with clinical staff, billing leaders, HR, accounting, IT, and compliance resources, whether those functions are internal or outsourced.

Required qualifications

• At least five years of progressive medical practice management experience, including substantial responsibility for a busy physician practice and direct supervision of staff.

• Demonstrated experience in urology practice operations, including office procedures, surgical scheduling, authorizations, and the coordination of specialty medications or comparable complex services.

• Proven ability to manage budgets, interpret financial and revenue cycle reports, control expenses, improve collections, and implement operational improvements.

• Experience recruiting and developing staff, addressing performance concerns, managing competing priorities, and partnering effectively with physicians and APPs.

• Working knowledge of medical terminology, insurance requirements, payer enrollment, coding and documentation workflows, privacy expectations, and outpatient practice safety procedures.

• Proficiency with electronic health record and practice management systems, spreadsheets, and management reporting.

• Excellent communication, organization, conflict resolution, judgment, discretion, and follow-through..

•  Five or more years of practice management experience, including leadership in a high volume community urology practice.

• Experience supporting a small provider group with a busy clinical support team, in-office procedures, and hospital or surgery center access.

• Experience improving patient access, implementing technology, developing team leads, and managing practice growth or organizational change.

Performance expectations

Success is evaluated against a baseline and targets agreed upon with regional leadership. Reports should use consistent definitions and separate factors the administrator controls from payer, physician, and market factors.

• Access and service: Appointment lead times, telephone response, message turnaround, patient wait times, complaints, and patient feedback.

• Financial performance: Budget variances, staffing costs, collections, receivable aging, denials, charge lag, and inventory losses.

• Operational reliability: Authorization readiness, avoidable procedure cancellations, schedule utilization, equipment availability, and completion of assigned follow-up tasks.

• People and quality: Staff retention, training completion, performance reviews, audit findings, and timely closure of corrective actions.

Work environment and position requirements

This is an on-site leadership position in a fast-paced outpatient practice, with occasional extended hours as business needs require and travel if the practice operates additional locations. The work involves frequent interruptions, sensitive information, patient and staff concerns, and movement throughout the office. Essential duties must be performed with or without reasonable accommodation.

This description outlines the primary responsibilities of the position. Duties may be adjusted to reflect practice size, staffing, services, and approved business needs. Compensation, benefits, schedule, and final employment classification are established by the employer.