Since 2019, The Spine and Pain Center has been proudly serving Tulsa and surrounding communities with a commitment to providing excellent patient care and an exceptional patient experience.
That commitment has fueled exciting growth across our organization. As we continue to expand our team and the communities we serve, we're looking for talented, motivated individuals who want to grow with us and be part of what we're building.
At The Spine and Pain Center, we believe a job should be more than just a place to work - it should be an opportunity to grow, develop, make an impact, and build a meaningful career.
A Place to Grow
Whether you're beginning your career or bringing years of experience to our team, we want The Spine and Pain Center to be a place where you can learn, grow, take on new opportunities, and build a rewarding career.
We value our team members and are proud to offer competitive compensation along with a great benefits package designed to support our employees and their families.
Most importantly, you'll have the opportunity to be part of a growing organization where your work directly contributes to our mission of providing excellent care to the patients and communities we serve.
Reports to: President
Classification: Full-time, Salaried Exempt
Schedule: Monday–Friday, 7:30 a.m.–5:00 p.m. Patient care concludes at noon on Fridays; administrative responsibilities continue as needed during office hours.
Location: Multiple practice locations; travel between locations required.
Position Summary
The Practice Administrator serves as the primary administrative and operational leader for The Spine & Pain Center (SPC) and Cherry Street Surgery Center (CSSC). Reporting to the President, this hands-on leader oversees daily operations, personnel, staffing, scheduling, workflows, facilities, and operational performance across multiple locations.
The Practice Administrator provides leadership and support to clinical and administrative personnel while partnering with providers, the Director of Nursing (DON), and external business partners to promote safe, efficient operations and high-quality patient care. This position manages operations within approved budgets and promotes accountability, effective communication, and continuous improvement.
Clinical licensure is not required. Clinical decisions and professional standards of care remain the responsibility of the physicians and appropriately licensed clinical leaders.
Key Responsibilities
People Leadership and Employee Management
- Provide direct leadership, guidance, and ongoing support to the DON, administrative personnel, and designated team leads.
- Coordinate with the DON regarding clinical staffing, employee performance, training needs, and operational priorities.
- Participate in recruiting, interviewing, hiring, onboarding, training, and employee retention efforts.
- Manage the established performance evaluation process in the HRIS, ensuring timely completion, meaningful feedback, and follow-through on employee development needs; recommend improvements as appropriate.
- Set clear expectations and provide timely coaching, performance feedback, evaluations, and corrective action in coordination with the President and HR, as appropriate.
- Make personnel decisions and recommendations within delegated authority and established approval procedures.
- Promote accountability, teamwork, professionalism, and effective communication across departments and locations.
- Address employee concerns and interpersonal conflicts promptly, fairly, and with appropriate confidentiality, involving HR or the President when needed.
- Develop team leads, identify training needs, and support succession planning and cross-training.
- Ensure timecards, attendance records, PTO requests, and related payroll information are reviewed accurately and submitted by established deadlines.
Daily Practice Operations
- Oversee daily administrative and operational functions across SPC and CSSC, including front office, intake, procedure coordination, phones, scheduling, and clinical support workflows.
- Standardize and maintain consistent operational processes across locations while addressing location-specific needs.
- Ensure timely patient movement, clear task ownership, and effective coordination between departments.
- Anticipate and resolve operational issues affecting patient access, provider productivity, employee effectiveness, or service quality.
- Oversee facility maintenance, medical supply inventory, equipment needs, and other essential operational resources in coordination with the DON and appropriate vendors.
- Coordinate equipment service, repairs, and operational disruptions to minimize interruptions to patient care.
- Evaluate productivity and identify opportunities to improve technology, software, communication tools, and workflows.
- Implement, communicate, and reinforce organizational policies, procedures, and operational changes.
- Maintain productive relationships with vendors and service providers, including monitoring service quality and resolving concerns.
Staffing, Scheduling, and Coverage
- Develop and manage staff schedules based on provider templates, patient demand, location needs, approved budgets, and operational priorities, in coordination with the DON for clinical personnel.
- Collaborate with providers to optimize appointment templates, minimize unused appointment slots, improve patient access, and support efficient patient flow.
- Coordinate coverage for absences, PTO, vacancies, and unexpected staffing disruptions.
- Monitor attendance, punctuality, workload distribution, overtime, and staffing effectiveness; address gaps proactively.
- Partner with providers, the DON, and team leads to align staffing and resources with clinic and procedure schedules.
- Communicate schedule changes and coverage plans promptly to affected teams.
Financial and Budget Accountability
- Manage daily operations within operational budgets developed by the owners and President.
- Monitor staffing expenses, overtime, supplies, equipment purchases, and other controllable operating costs.
- Review available financial reports and budget-to-actual results with the President to identify variances and opportunities for improvement.
- Address budget variances within the position’s authority and promptly communicate significant concerns or anticipated expenses to the President.
- Follow established purchasing and invoice approval procedures and obtain authorization for expenditures outside approved limits.
- Recommend cost-effective improvements that support operational efficiency, service quality, and patient care.
- Collaborate with revenue cycle and accounting partners to resolve operational issues affecting collections, billing accuracy, or financial performance.
Provider Support and Patient Experience
- Serve as a key operational resource for physicians and advanced practice providers, responding to concerns and removing workflow barriers.
- Collaborate with the DON and clinical teams to support safe, timely, coordinated, patient-centered care.
- Address escalated patient service concerns professionally, document concerns as appropriate, and ensure timely follow-through.
- Refer clinical complaints and patient safety concerns promptly to the DON or appropriate physician.
- Improve patient access, communication, scheduling efficiency, and consistency of service across locations.
- Coordinate patient satisfaction surveys and service improvement initiatives, partnering with the DON when findings involve clinical care.
- Align clinic and surgery center workflows, procedure scheduling, staffing, and operational support to promote continuity of patient care.
Safety, Compliance, and Incident Follow-Through
- Implement and reinforce administrative and operational practices that support patient privacy, workplace safety, accurate documentation, and compliance with applicable requirements, including OSHA and HIPAA, in partnership with the DON, HR, IT, and other designated resources.
- Partner with physicians and the DON to support workflows related to applicable prescription monitoring program (PMP/PDMP) requirements for controlled substances, including assigned staff training and follow-through.
- Coordinate with IT, EHR vendors, and designated clinical leaders to maintain appropriate EHR configurations, role-based access, and safeguards for patient information across locations.
- Ensure work-related injuries, illnesses, exposures, and other workplace incidents are reported promptly through established procedures to HR, the President, the workers’ compensation administrator or carrier, and other designated parties, as appropriate.
- Coordinate timely completion and submission of incident documentation and maintain appropriate confidentiality.
- Work with the DON, HR, and other designated resources to identify contributing operational factors, implement corrective actions, and verify completion.
- Ensure employees receive assigned operational and workplace safety training and maintain required training records.
- Promptly communicate facility hazards, equipment concerns, staffing risks, and other operational conditions that could affect employee or patient safety.
- Support the DON’s responsibilities for clinical quality, infection prevention, emergency preparedness, and survey readiness by coordinating administrative records, staffing, supplies, facilities, and assigned corrective actions.
- Collaborate with HR, revenue cycle, credentialing, IT, and other business partners to address compliance concerns within their respective areas.
- Escalate significant patient safety, compliance, personnel, privacy, or business risks promptly to the President and appropriate clinical or professional resources.
Performance and Process Improvement
- Monitor and communicate key operational metrics, including referral conversion, call performance, appointment availability, unused appointment capacity, staffing, patient flow, and team productivity.
- Identify operational trends and opportunities; establish action plans, assign ownership, and follow through on measurable improvements.
- Coordinate with providers and clinical teams to support assigned Merit-based Incentive Payment System (MIPS) activities, including documentation workflows, staff training, monitoring, and timely completion.
- Lead team meetings, communicate priorities, and ensure consistent implementation of operational processes and improvements.
- Provide the President with timely updates on operational performance, staffing needs, budget concerns, and improvement efforts.
Strategic Growth and Referral Development
- Develop and maintain referral relationships with primary care physicians, orthopedic surgeons, physical therapists, and other healthcare professionals to support appropriate referrals and new patient growth.
- Coordinate referral outreach and marketing activities with the President and designated business partners.
- Participate in strategic growth and expansion planning by evaluating market trends, potential clinic locations, and opportunities for ancillary services.
- Coordinate staffing, workflows, facilities, and operational readiness for approved new locations, services, and other growth initiatives.
Qualifications
Qualifications
Core Competencies
- Advanced working knowledge of healthcare billing processes, ICD-10/CPT coding, and specialty-specific prior authorization procedures sufficient to oversee workflows, identify barriers, and collaborate with billing and clinical specialists.
- Exceptional communication skills, emotional intelligence, and the ability to coach employees, resolve conflict, and build effective relationships across locations.
Required
- Demonstrated experience managing staffing, scheduling, employee performance, and patient service in a physician practice or comparable healthcare setting.
- Experience coordinating operations across multiple providers, departments, or locations.
- Working knowledge of electronic health records, practice management systems, scheduling tools, and standard office software.
- Ability to interpret operational reports, monitor expenses, and manage activities within an approved budget.
- Familiarity with healthcare privacy practices, workplace safety, and administrative compliance processes.
- Strong leadership, communication, organization, problem-solving, and conflict-resolution skills.
- Ability to exercise sound judgment, maintain confidentiality, prioritize competing needs, and follow through consistently.
- Ability to travel between practice locations and maintain reliable transportation.
Preferred
- Bachelor’s degree in healthcare administration, business administration, or a related field; equivalent relevant experience will be considered.
- Experience in pain management, orthopedics, neurosurgery, another procedural specialty practice, or an ambulatory surgery center.
- Experience supervising department leaders or partnering closely with nursing leadership.
- Familiarity with revenue cycle operations, provider credentialing, and MIPS reporting workflows.
- Experience implementing process improvements and using operational metrics to evaluate results.
- Two or more years of progressively responsible medical practice management experience, including employee supervision, strongly preferred.
Work Environment and Physical Requirements
- Work is performed in medical office and surgery center settings across multiple locations.
- Responsibilities require regular computer use, telephone communication, meetings, and movement throughout clinical and administrative areas.
- The position involves periods of sitting, standing, and walking and occasional lifting or moving of routine office materials and supplies.
- Travel between locations is required.
- Occasional flexibility outside regular office hours may be necessary to address staffing disruptions, urgent operational needs, or organizational priorities.
- The essential functions of this position may be performed with or without reasonable accommodation.
Expected Outcomes
- Well-supported, accountable, and engaged clinical and administrative teams.
- Appropriate staffing and dependable daily coverage.
- Optimized provider schedules, reduced unused appointment capacity, and improved patient access.
- Standardized workflows and consistent operational performance across locations.
- Operations maintained within approved budgets, with timely identification and communication of variances.
- Well-maintained facilities, appropriate inventory levels, and reliable operational resources.
- Timely reporting of work-related incidents and completion of assigned corrective actions.
- Effective operational support for the DON’s clinical quality, safety, and readiness responsibilities.
- Timely resolution of employee, provider, and patient operational concerns.
- Measurable improvements in communication, productivity, and patient experience.
- A culture of ownership and continuous improvement.
Additional Responsibilities
Perform other duties as assigned in support of the operational, financial, and strategic objectives of SPC and CSSC. This job description summarizes the position’s primary responsibilities and may be revised as organizational needs change.
Equal Employment Opportunity
SPC and CSSC are equal opportunity employers. Employment decisions are based on qualifications, merit, and business needs without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law. Reasonable accommodations are provided to qualified applicants and employees with disabilities in accordance with applicable law.
How to Apply
Please email your resume and a brief introduction to careers@spcoffice.com.
