Medical Administration Manager
Reports To
Senior Leadership / Operations Director
Position Summary
The Medical Administration Manager is responsible for overseeing and coordinating administrative operations for a multi-location Article 28 Diagnostic and Treatment Center. This role serves as a key operational resource, ensuring provider onboarding, credentialing compliance, electronic health record (eClinicalWorks) administration, data management, regulatory support, and administrative coordination across all practice locations. The position functions as a critical liaison between clinical providers, administration, billing, IT, credentialing partners, and executive leadership to ensure efficient practice operations and regulatory compliance.
This position does not have direct staff management responsibilities but works collaboratively with department leaders and HR to support employee-related administrative functions.
Essential Duties and Responsibilities
Provider Onboarding and Enrollment
- Coordinate and manage the onboarding process for all new providers across multiple locations.
- Verify and track professional licenses, registrations, Medicare, Medicaid, and other payer enrollments.
- Follow up with providers and external agencies to ensure timely completion of onboarding requirements.
- Initiate and manage eClinicalWorks (eCW) user credential setup and system access.
- Coordinate onboarding activities with Billing, Information Technology, Human Resources, and external credentialing vendors.
- Maintain onboarding documentation and ensure provider files remain complete and compliant.
- Monitor onboarding timelines and proactively address delays.
Provider Credentialing and Insurance Enrollment
- Manage provider credentialing, recredentialing, and payer enrollment processes.
- Coordinate new insurance network participation and contract enrollments.
- Track provider credentials, certifications, licenses, malpractice coverage, and expiration dates.
- Maintain a comprehensive credentialing database and renewal calendar.
- Assist providers with Medicaid, Medicare, and commercial insurance applications and renewals.
- Resolve credentialing issues and enrollment disruptions, including reinstatement of lost provider participation.
- Serve as liaison between providers, payers, credentialing organizations, and external credentialing services.
Human Resources Administrative Support
- Partner with HR leadership and management to support employee administration.
- Assist with Leave of Absence (LOA) tracking and related documentation.
- Provide employees with information regarding benefits and HR processes.
- Maintain disciplinary documentation and employee records in accordance with organizational policies.
- Support compliance with personnel documentation requirements.
- Coordinate HR-related administrative activities with leadership and HR representatives.
eClinicalWorks (eCW) Subject Matter Expert
- Serve as the primary administrative resource and subject matter expert for eClinicalWorks.
- Develop, maintain, and optimize clinical templates and workflows.
- Support electronic prescribing functions and provider preferences.
- Generate reports and dashboards to support operational and quality initiatives.
- Assist with care planning, PCMH initiatives, and quality management programs.
- Provide training and guidance to clinical and administrative staff.
- Troubleshoot system issues and coordinate resolution with IT and eCW support teams.
- Support operational enhancements and workflow improvement initiatives within the EHR.
Data Collection and Reporting
- Collect operational, clinical, and administrative data from all practice locations.
- Aggregate and validate information for leadership reporting and organizational initiatives.
- Prepare recurring and ad hoc reports utilizing data from multiple sources.
- Ensure data accuracy, consistency, and integrity across locations.
- Support quality improvement, compliance, and performance measurement activities.
- Analyze trends and identify opportunities for process improvements.
Records and File Management
- Develop and maintain standardized organizational systems for electronic and physical documentation.
- Ensure consistency in file naming, storage, and retention practices across all locations.
- Improve accessibility and organization of administrative records.
- Maintain provider, credentialing, regulatory, and operational files in accordance with applicable requirements.
- Conduct periodic audits to ensure record completeness and accuracy.
Executive and Administrative Support
- Provide administrative and operational support to executive leadership, including the Chief Operating Officer and the Clinical Director of Operations
- Assist with special projects, operational initiatives, and process improvement efforts.
- Coordinate meetings, documentation, follow-up tasks, and administrative assignments as requested.
- Support organizational growth initiatives and cross-functional operational activities.
- Serve as a resource for administrative problem-solving across locations.
Qualifications
Education
- Associate’s or Bachelor’s degree in Healthcare Administration, Business Administration, Public Health, or related field preferred.
- Equivalent combination of education and healthcare administrative experience will be considered.
Experience
- Minimum 3–5 years of medical administration experience in a healthcare practice, ambulatory care center, FQHC, or Article 28 setting preferred.
- Demonstrated experience with provider credentialing and payer enrollment.
- Experience with eClinicalWorks (eCW) administration required
- Experience supporting multi-site healthcare operations preferred.
- Knowledge of Medicare, Medicaid, and commercial insurance credentialing processes required.
Knowledge, Skills, and Abilities
- Strong understanding of healthcare regulatory and credentialing requirements.
- Advanced proficiency with eClinicalWorks.
- Excellent organizational and project management skills.
- Strong analytical and reporting capabilities.
- Ability to manage multiple priorities and deadlines simultaneously.
- Exceptional attention to detail and follow-through.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office Suite, including Excel.
- Ability to work independently and collaboratively across departments.
- Strong problem-solving and troubleshooting abilities.
Core Competencies
- Organizational Excellence
- Regulatory Compliance
- Provider Relations
- Operational Coordination
- Data Management and Reporting
- Problem Solving
- Process Improvement
- Customer Service
- Confidentiality and Professionalism
- Attention to Detail
Position Classification: Full-Time
Department: Administration / Operations
Location: Farmingdale, NJ
Supervisory Responsibilities: None (Administrative HR support responsibilities only)
Pay: From $80,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
Application Question(s):
- Do you experience using E Clincal Works?
- Do you have minimum of 5 years of medical administrative experience?
Education:
Work Location: In person
