Position Summary

The Business Administrator is accountable for the non-clinical leadership of Zazen Surgery Center, ensuring smooth operations, financial oversight, regulatory compliance, physician engagement, staff development, and patient satisfaction. This role is critical to both maintaining quality and enabling growth.

Essential Duties and Responsibilities

1. Patient Experience & Satisfaction

• Monitor patient satisfaction and financial experience (billing clarity, wait times, communication).
• Track and address patient complaints promptly, ensuring resolution is documented.
• Implement systems for gathering feedback (surveys, post-procedure calls, online reviews).
• Prepare monthly reports on patient satisfaction trends, complaints logged, and corrective actions taken.
• Collaborate with clinical leaders to ensure non-clinical processes (check-in, discharge, billing) meet patient-centered standards.

2. Weekly/Monthly KPI Reporting

• Establish and maintain a comprehensive KPI dashboard for leadership review.
• Report weekly or monthly (as defined by leadership) on:

• Financial metrics: AR days, denial rate, charge lag, collections.

• Operational metrics: case volume, payer mix, OR turnover time, cancellation rates.

• Growth metrics: physician outreach activities, referral development, contracts in progress.

• Staff metrics: evaluation completion rates, training compliance, turnover, satisfaction.

• Patient metrics: satisfaction scores, complaints addressed, billing error rates.

• Ensure KPIs have clear, measurable goals aligned with center strategy (e.g., AR ≤ 45 days, denial rate ≤ 5%, &Client; 90% patient satisfaction).

3. Billing & Revenue Cycle Oversight

• Supervise billing staff and outsourced billers.
• Monitor accounts receivable (A/R), aging reports, patient statements, and payment posting.
• Track and resolve denials, underpayments, and appeals.
• Conduct monthly audits of billing and collections to ensure accuracy and timeliness.
• Provide leadership with regular revenue cycle performance updates.

4. Financial Management & Growth Strategy

• Deliver timely monthly financial dashboards.
• Propose at least 2 cost-saving or revenue-enhancement initiatives per month.
• Assist with budget planning, forecasting, and scenario modeling.
• Negotiate vendor contracts and payer relationships.

5. Physician Growth & Business Development

• Conduct at least 5 documented physician/referral outreach activities per month.
• Advance at least 2 active physician or contract discussions within a 90-day period.
• Provide monthly updates on contract negotiations and outreach progress.
• Support marketing and employer/insurer contracting strategies.

6. Staff Leadership, Training & Performance

• Conduct timely performance evaluations for all administrative staff.
• Develop and oversee non-clinical staff training programs (customer service, compliance, process improvement).
• Lead monthly team culture initiatives, staff meetings, and recognition programs.
• Facilitate conflict resolution and maintain team morale.

7. Strategic Growth & Scaling Support

• Lead or support expansion projects, service line growth, or facility scaling.
• Identify process bottlenecks and implement automation or efficiency improvements.
• Monitor patient financial satisfaction, transparency, and billing error rates.

Success in This Role Means:

• Patient complaints are addressed promptly and resolved systematically.
• Patient satisfaction scores show consistent improvement.
• The team has clear KPI targets, reviewed weekly/monthly.
• Financial and operational benchmarks meet or exceed ASC industry standards.
• Non-clinical staff are trained, evaluated, and aligned with organizational goals.
• Leadership stability supports sustainable growth and scaling of the ASC.

Knowledge, Skills and Abilities

• Strong financial, analytical, and leadership skills.
• Ability to manage daily operations while driving long-term growth strategy

Education & Experience

• Bachelor's degree in healthcare administration, business, or related field (Master's preferred).
• 5+ years of healthcare leadership (ASC or practice management strongly preferred).
• Proven experience managing revenue cycle, billing, denials, and A/R.