The Organization

Pediatric Health Care Associates (PHCA), an affiliate of Boston Children’s Hospital and an active member of the Pediatric Physician’s Organization network, is a large, dynamic, and family-oriented pediatric practice located on the North Shore of Boston. With over 40 years of experience, PHCA consists of 29 board-certified pediatricians, 9 pediatric nurse practitioners, psychiatrists, behavioral health clinicians, and other specialists, providing comprehensive primary care and a wide range of clinical services to children and adolescents. The practice operates across five locations in the North Shore of Massachusetts, employing over 200 employees including over 40 clinicians, as well as specialists in areas such as psychiatry, behavioral health, speech pathology, early childhood development and autism assessments, nutrition and asthma education. PHCA also offers on-site lab and x-ray services, supported by a dedicated team of floor nurses, triage nurses, lab and x-ray technicians, clerical staff, and billing staff, all working together to deliver integrated, high-quality care.

The Position

With an emphasis on innovation, the Practice Administrator will oversee the integration of advanced healthcare technologies and operational solutions that improve patient care and streamline practice operations. As a leader in the community, the Practice Administrator will also spearhead outreach and education initiatives to promote pediatric health awareness, establishing the practice as a vital resource for the community. Reporting to the Physician Partners, the Practice Administrator will oversee the clinical and administrative staff and the processes of the practice. They will execute the organizational vision and strategy and collaborate with the Partners to define the long-term direction of the practice. They will also ensure that short-term goals and objectives are aligned—and adjusted as needed—in response to both external forces and internal changes. Additional responsibilities include:

 Strategic Planning and Implementation:

• Spearhead strategic planning initiatives to align with the organization's mission and goals.
• Collaborate with executive leadership to implement strategic initiatives and drive organizational growth.

Financial Management:

• Manage the financial health of the organization, overseeing budgeting, forecasting, and financial analysis.
• Ensure cost-effective measures are implemented while maintaining high-quality patient care and staff satisfaction.

Stakeholder Engagement:

• Represent the practice in the community, building and maintaining relationships with key stakeholders.
• Collaborate with the Managing Medical Director and Management Team to ensure effective communication with internal and external stakeholders.

Collaboration with Managing Medical Director:

• Interface with the Managing Medical Director to align clinical strategies with organizational goals.
• Collaborate on initiatives to enhance patient care, improve outcomes, and maintain the practice's competitive edge.

Collaboration with Management Team:

• Work closely with the Management Team to optimize operational workflows and resource allocation.
• Address operational challenges affecting clinical outcomes, seeking solutions that enhance overall performance.

Provider and Staff Leadership:

• Lead and inspire a diverse team, including 42 general pediatric providers, Behavioral Health Counselors, Pediatric Psychiatrists, and approximately 200 staff members.
• Collaborate with HR and clinical leadership to oversee recruitment, retention, and performance management.

Quality and Patient Safety:

• Ensure adherence to the highest standards of patient care, safety, and compliance with regulatory requirements.
• Collaborate with the Managing Medical Director and Clinical Management Team on quality improvement initiatives to enhance pediatric services.

Community Outreach and Education:

• Lead community outreach and education initiatives related to pediatric health.
• Work with the Managing Medical Director and Management Team to enhance the practice's community presence and engagement.

Technology and Innovation:

• Stay informed about technological advancements in healthcare and implement relevant technologies to enhance patient care and operational efficiency.
• Collaborate with the Management Team on implementing technology solutions for streamlined operations.

The ideal candidate will hold a master’s degree in business administration, public health, healthcare administration, or a related field, and will bring a minimum of 5–10 years of experience in a similar role, with a strong background in leadership and financial management within a fast-paced healthcare setting.

The ideal Practice Administrator will provide a positive personal example through words and behavior and display professional integrity, support professionals at all levels in the practice; take responsibility for his or her actions and hold others accountable. A strong candidate will react and adjust quickly to changing conditions and produce practical ideas for dealing with them. S/he will be a lively and incisive communicator.

In addition, the candidate will have the following attributes and skills:

• Strong leadership skills
• Ability to develop a structured operational model
• Excellent organizational skills
• Skilled at building and leading functional, collaborative teams
• Brings clarity to operational processes
• Have a strong fiscal management acumen.
• Ability to bring a long-term vision to the strategic planning process.
• Analytical mindset with the ability to translate data into actionable insights
• Warm and personable demeanor
• Excellent listening and interpersonal skills
• Balances a family-like, warm culture with a professional, corporate structure
• Creates an environment where people feel both supported and accountable

Critical Success Factors

Success of the Practice Administrator after 12-18 months on the job will be indicated by –

• Building credibility and trust amongst the Managing Partners and clinical and administrative staff

Create a positive work environment that encourages teamwork, cooperation and collaboration between and among employees.

• Establishing a Comprehensive Financial Reporting System

Develop and implement a contemporary financial reporting process that delivers accurate, timely, monthly and quarterly reports to inform and guide partners in strategic decision-making.

• Conducting Operational Efficiency Analysis

Assess the effectiveness and efficiency of existing services and provide actionable recommendations to optimize performance and enhance service delivery.

• Evaluating Behavioral Health and Psychiatry Services

Identify opportunities for expansion and long-term sustainability of the Psychiatry and Behavioral Health Programs and through analysis of the viability and growth potential of this service line.

• Developing and Implementing a Strategic Marketing Plan

Create a dynamic, ongoing marketing strategy and campaign designed to strengthen market position and address challenges posed by current and emerging competitors.