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.

Job Description:

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