Practice Administrator

Join to apply for the Practice Administrator I role at Somnia Inc.

The Practice Administrator I will work with Orange County Global Medical Center in Santa Ana, CA. This role is a member of our leadership team and works directly with the Practice Administrator III. The Practice Administrator I will partner with Somnia’s executive management team as well as local hospital leadership. Strong interpersonal, organizational and time management skills are a must.

• RCM
  • Follow standard chart batching and scanning process according to Somnia’s billing partner’s policies and procedures.
  • Work with hospital, Somnia and billing company to scan directly to pertinent imaging system.
  • Submit 100% of charts within 3 business days.
  • Thoroughly scrub charts for all pertinent information including:
    • DOS.
    • Provider(s) names / signatures.
    • Start / End times.
  • Accurate and complete procedure / specificity.
  • Diagnosis / specificity / ICD‑10 compliant.
  • SCIP measures (temp, beta blocker, sterile technique, etc. even if just for internal audit).
  • Documentation of who completed any ancillary services (i.e., blocks, lines, etc.).
  • Service Location (Hospital, ASC).
  • Sub‑location (i.e.: OR1, OB, Endo, etc.) and ensure VP of Patient Revenue has complete lists of service locations and sub‑locations.
  • Legibility.
  • Maintain 100% accurate case log: information entered in the Admin Database within 3 business days of DOS and updated daily; reconciliation within 1 week of email notice when discrepancies with billing case log are identified.
  • Assist to ensure enrollment of new clinicians with payers prior to start date including:
    • Follow up to ensure paperwork is sent to new clinician.
    • Fully completed paperwork is returned and received.
    • Send out Start Date Notification email no later than 45 days prior to start.
    • Send updated notification if start date changes.
    • Do not schedule new clinicians until payer enrollment documents are received by payers.
  • Review billing IR log daily: keep IR list to less than 7% of monthly case volume and address pending items within 48 business hours.
  • Insurance conversions: work with billing partner and VP of Patient Revenue to determine a site‑specific process for following up on self‑pay accounts.
  • Billing coding/compliance: establish and maintain quarterly audit review meeting with billing partner and VP of Patient Revenue and Corporate Compliance Office.
• Operations
  • Complete HIPAA Compliance Officer training.
  • Implement new role after education received from Corporate Compliance Officer.
  • Distribute annual and/or updated compliance and HIPAA materials to providers; obtain and track acknowledgement forms; send completed forms to point of contact at Somnia.
  • Maintain 100% adherence to the compliance program; rates monitored and calculated by compliance and will be shared with sites monthly.
  • Maintain up‑to‑date, complete and accurate monthly reporting – Hospital Account Review Report.
  • Maintain all required information on the Intranet: FTE model (weekly);
    Clinician Contact List (reviewed monthly for accuracy); upload presentations, education pieces, staff minutes; other materials as they are developed.
  • Maintain all work on network drive; migrate any locally saved work to intranet or network folder (Somnia Intranet).
  • Sign into Chart Tracker daily.
  • Ensure education, utilization, and audit of Somnia standard forms; if standard forms cannot be implemented or incorporated into EMR system, responsible for alerting VP of Operations and VP of Patient Revenue. Follow formal process to review hospital‑mandated forms: review of forms by Somnia leadership / Billing Partner; feedback on potential deficiencies / compliance risks; formal letter to hospital leadership and forms committee regarding findings.
• Clinician Support Tasks
  • Implement TLO for time‑keeping system (ADP). Submit payroll data on Friday of payroll week ensuring 100% accuracy; capture and report actual hours worked, including locum hours when reporting total work hours for account review.
  • Fully integrate QGenda scheduling system. Ensure all clinicians utilize it to full functionality; update if changes are made after publishing schedule (e.g. swapping shifts, vacation time, unpaid days off,…