Business Administrator

Description

Position Overview

The Business Administrator serves as the “right-hand” person to the Operations Manager (OM), performing business and financial administrative tasks to ensure smooth operations and enable the OM to focus on strategic priorities. This role oversees the business office team and daily administrative operations. The Business Administrator will also perform front desk functions as needed, collaborate with vendors and other departments, assist the OM with accounts payable (AP) and accounts receivable (AR), ensure facilities are clean, orderly, and safe, and manage new hire orientations and business office training.

Primary Responsibilities and Tasks

• Oversee and ensure completion of all business office protocols, tasks, and checklists efficiently.
• Supervise patient relations, including addressing and resolving patient complaints under the indirect supervision of the OM.
• Answer and respond to phone calls professionally and according to scripting and established protocols.
• Support accounts receivable (AR) tasks in collaboration with the OM, including ensuring copays are collected on the date of service and adherence to the office’s sales process.
• Approve, code, and forward vendor invoices to accounting for payment processing.
• Provide administrative and hands-on support as an auxiliary staff member based on daily business needs.
• Manage business office team schedules, coordinate coverage as necessary, and oversee non-clinical supply ordering.
• Conduct new hire orientations, ensuring completion of training checklists and compliance with company standards (e.g., DWPG protocols). Forward HR-related documents for new hires and terminations promptly.
• Protect and manage bank deposits and petty cash funds, ensuring deposits are made daily. Perform End-of-Day and End-of-Month processes accurately.
• Troubleshoot and follow up on technology issues, including installation and vendor communication.
• Ensure strict adherence to HIPAA policies and other privacy/security protocols to protect patient information (financial, personal, and health-related).
• Keep the practice compliant with OSHA health and safety regulations.

Key Competencies and Characteristics

• Ability to maintain composure and professionalism in high-pressure situations.
• Strong knowledge of English composition, grammar, spelling, and punctuation.
• Proficiency in standard office equipment and software, including MS Excel, Word, and Practice Management software.
• Performance-driven, with a strong focus on customer service and patient satisfaction.
• Excellent analytical thinking and problem-solving skills.
• Highly reliable, dependable, and organized, with the ability to complete tasks in a timely manner.
• Thrives in a team-based environment and contributes positively to team dynamics.
• Superior interpersonal skills, gaining trust and respect from providers, colleagues, and patients.
• Strong verbal and written communication skills; able to express thoughts and ideas clearly and competently.

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Requirements

Education:

• High school diploma or equivalent (required)
• Associate's or bachelor’s degree in business administration, healthcare management, or a related field (preferred)

Experience:

• Minimum 2-3 years of experience in a business administration, office management, or similar role, preferably within a dental, medical, or healthcare office setting.
• Experience managing administrative staff and overseeing business operations.
• Familiarity with accounts payable, accounts receivable, and general bookkeeping processes.
• Proficiency in office software (e.g., Microsoft Excel, Word) and practice management systems.

Certifications:

• Basic knowledge of HIPAA compliance and OSHA standards (training or certification is a plus).

FLSA Status: Hourly, Non-Exempt

Reports to: Operations Manager