Cecily Lauren Sheats

• Attended and presented at organizational Board Meetings and Executive Committee meetings and submitted proposals for business enhancement, reviewed key performance indicators, and provided extensive operational/financial analyses to organizational Board Members.
• Delivered analysis of market, productivity, revenue cycle, financial, and patient trend impact on long and short-term strategies.
• Assessed business requirements to forecast annual budgetary operational costs.
• Deployed predictive analytics models to forecast future trends and generated ad-hoc reports to evaluate specific business requirements.
• Collaborated with stakeholders to define project objectives and criteria.
• Developed customized reports, summarizing and presenting data in visually appealing format to effectively explain complex data sets. Provided actionable insights as part of report submissions and presentations to leadership.
• Analyzed data to identify root causes of problems and recommend corrective actions.
• Performed gap analysis to identify areas of improvement.
• Drafted reports on company financial metrics to assess successes and account for deficiencies.
• Improved business direction by prioritizing customers and implementing changes based on collected feedback.
• Created dashboards to monitor and track key performance indicators.
• Supported and provided guidance on organizational process optimizations by integrating technology into team workflow design - patient scheduling systems and automation through Phreesia, EMR supported patient collections module, HR automation systems for team engagement surveillance, onboarding, and performance feedback, automated synchronization of transaction activity import into accounting software, and more.
• Managed daily financial functions in collaboration with accounting and executive leadership
• Collaborated with executive team in preparation of annual capital and operating budgets, forecasts and all financial reporting and analysis.
• Led organizational cash flow and cash flow forecasting initiatives.
• Prepared balance sheets, cash flow reports and income statements.
• Completed journal entries, reconciliations, and account analysis to prepare quarterly financial documents and general account management.
• Reviewed documents and data to give accurate presentations and forecasts to upper management.
• Formulated strategic plans and supported tactical initiatives to execute cost-savings deliverables.
• Supervised accurate, efficient, and compliant completion of monthly financial reporting packages and calculation of physician compensation.
• Managed budgets, accounts payable, and receivable and general financial reporting procedures for organization

Recent Accomplishments Include:

-Identification, Recovery, & Recapture of $500K in lost revenue in 6 months o Reduced days in A/R from 75 to 45 and A/R Balance by $2 million

-Established regular cadence for processing of patient / insurance refunds & collections submissions

-Report Writing – Wrote several reports within Practice Analytics for enhanced auditing and oversight of: remote team productivity, daily patient collections by user, task turnaround times, referral processing and management, fast identification of payment posting / charge posting errors, and oversight of outsourced billing agency

-Negotiated settlement terms with outsourced billing agency with very favorable organizational terms

-Implemented new employee credit card policy/reconciliation process, payables batching process, and automated bookkeeping functions to reduce error and administrative overhead.

-Reconciled and Provided Oversight to Cash Balance & Traditional Retirement Plans with developed enhancements for future oversight / retirement plan management

-Enhanced inpatient charge capture process to reduce charge posting lags from 17 days to 4 days.

-Executed the fastest turnaround in organizational history for EOM completion and finalization of physician compensation, with the most accuracy and consistency.

-Oversaw the development of 2023 Strategic Plan and facilitated annual physician strategic planning retreat

-Helped organization refocus vision, mission and brand to improve efficiency and performance.

-Equipped Practice Administrator with effective leadership and role-specific skills through development and deployment of targeted training and daily coaching.

• Provided direct oversight and leadership for 10 primary care and women's health clinics within health system (including collective of 55 physicians + 221 employees). Responsible for day to day operations of clinics with combined revenue exceeding $70 million
• Encouraged ongoing and continuous process improvements, including: restructure of staff coverage planning, implementation of email groups / shared folders / groupme messaging system within each clinic for enhanced communication processes, re-training of leadership team within each clinic on leadership development, HR need-to-knows, financial review best practices, and monitoring of key performance metrics
• Responsible for oversight of quality performance initiatives and accountability of team quality goals in collaboration with Gulf South Quality Network and Medical Group Project Director. Implemented regular cadence calls and shared network folders for enhanced strategy and communication, and orchestrated breakouts of large data sets to create “mini-goals” for team to enhance consistency and success with meeting quality targets and timelines
• Provided oversight to implementation of RetinaVue technology & development of processes for enhancements in accountability, streamlining of communication
• Accountable for recruitment, interviewing, orientation, training, continuing education, competency assessments, performance appraisals, disciplinary actions of staff, team development and engagement improvement initiatives
• Coordinated and conducted bi-weekly leadership team meetings with practice managers for all clinics and monthly one-on-one check ins to assess obstacles, opportunities, goals, and strategy for success
• Provided oversight of scheduling, payroll, and purchasing functions for clinics
• Oversaw maintenance of property, plant, and equipment and works with facilities management to assure coordination and planning of any needed repairs or remodels
• Assisted in development of annual capital and operational budget and completed monthly financial review for each clinic with health system's financial department executive leadership
• Established operational metrics in alignment with best practices to gauge and measure practice performance
• In first 90 days of role, deployed utilization of Practice Management software in analytics capacity not before enabled - Prior to hire, KPI metrics were manually measured.
• Built several foundational KPI reports for oversight of daily operations and established opportunities for training at all levels, executives, practice managers and staff alike
• Served as active participant in new provider onboarding and orientation process: Schedule build and development, Touring of specialty clinics and marketing
• Studied processes, implemented cost reductions and developed reporting procedures to maintain administrative workflow.
• Remained solutions-oriented in face of complex problems to assist executive leadership, physicians, and team.
• Trained and supervised employees on office policies and procedures.
• Directed automation of office procedures such as correspondence management, recordkeeping and online communications.
• Set aggressive targets for employees to drive company success and strengthen motivation.
• Developed detailed plans based on broad guidance and direction.
• Successfully managed budgets and allocated resources to maximize productivity and profitability.
• Transformed skills and success of individual leaders with consistent one-on-one coaching sessions.
• Organized integration of critical leadership competencies into existing workflows.
• Evaluated employee performance and conveyed constructive feedback to improve skills.
• Used industry expertise, customer service skills and analytical nature to resolve patient concerns and promote loyalty.
• Assessed potential candidates for suitability for different programs such as management training and leadership development initiatives.
• Cultivated positive rapport with physicians and employees to boost company morale and promote employee engagement and retention.
• Leveraged data and analytics to make informed decisions and drive business improvements. Communicated findings and proposed solutions to executive leadership.
• Built strategic partnerships across multiple health system departments to enhance communication, knowledge, and team cohesiveness.
• Established team priorities, maintained schedules and monitored performance.

• Offered ongoing, periodic leadership transition assistance following departure as organization's Administrator in May 2021.

SERVED IN THE FOLLOWING ROLES WHILE AT INTERNAL MEDICINE ASSOCIATES, LLC:

• Practice Administrator - April 2019 to May 2021
• Interim Practice Administrator - February 2019 to April 2019
• Director of Business Operations - August 2017 to February 2019

**The below organizations are sister organizations of Internal Medicine Associates, LLC**

• Manager, Fillview Properties, LLC - August 2017 to May 2021
• PRN Consultant, Anchorage Endoscopy Center - August 2017 to May 2021
• Worked alongside CEO, Executive Committee, and Board of Physicians in managing daily activities of busy, multi-specialty, 8-11-physician medical practice with gross annual revenues exceeding $15 million
• Extensive experience in policy and process development in relation to the COVID19 pandemic response, to include oversight of health screening implementation, pre-op COVID19 testing (pursuant to AK health mandate 15), employee policies and monitoring for remote work, transitions to skeleton staffing and aggressive responses to potential risks of exposure
• Coordinated with both Anchorage hospitals and public health department to arrive at clarity relating to re-assimilation of elective procedures in Anchorage. This coordination resulted in Dr. Zink clarifying the language in her health mandate to assure screening colonoscopies were included in this, reducing timelines required for elective patient procedure wait times
• During COVID19 pandemic, dramatically reduced costs and transitioned staff to auditing capacity to strategically adjust appointments in effort to reduce financial impact as much as feasible
• Efforts resulted in preserved profitability for physician partners and staffing volumes remaining at 100% all year, despite COVID pandemic.
• Successfully onboarded two gastroenterology physicians in 12 months.
• Radically revised physician compensation formula to reduce complexity and administrative burden required of prior formula and initiated incorporation of hybrid RVU / personal production model
• Developed telehealth program for organization and implemented processes for transitions to virtual visits to include survey and onboarding of technology, configuration of patient broadcast messaging for streamlined process, physician and staff training on platform, etc
• Radically revised organizational operating agreement (the last revision date was 2016)
• Oversaw and orchestrated buyouts of 3 departing physician partners in 3 years
• Oversaw and orchestrated buy-in and partnership onboarding of 2 physician employees to physician partner
• Transitioned retirement plan to new Third Party Administrator, to include added Cash Balance Plan
• Reduced employee turnover rate from 8-15% to 2-5% - staff engagement and retention has been demonstrated priority for 2019-2020 year
• Oversaw substantial revision of organization phone tree and phone triage processes for enhanced patient satisfaction
• Responsible for development of, review, revision, submission and implementation of policies, procedures, and objectives for practice to coincide with goals for improvement, innovation, and growth
• Negotiated pricing with vendors, conducts report generation and analysis for regular practice productivity assessments and implements new processes for making swift improvements from this information
• Managed and monitored revenue cycle operations, conducted audits of incoming revenue to assess performance, identify goals, and established timelines for action
• Streamlined scheduling processes to allow for maximization of FTE and practice productivity
• Provided coaching / training to all members of team
• Oversaw appointment scheduling, monitoring for maximum productivity and Facilitated consistent and engaging monthly departmental staff meetings, enforced office policy, and ensured all members of team were well integrated and understanding of operational and business objectives, goals, timelines, and areas for improvement
• Promoted longevity and inspirational leadership rather than mere management
• Managed and developed Human Resources for organization to include: recruiting, onboarding, coaching, development, benefits administration, employee satisfaction assessments, team building, staff meetings, in-services, corrective action, and termination
• Developed position descriptions, solicited candidates, and interviewed and selected new staff
• Conducted performance appraisals and provided coaching and training for staff
• Facilitate analysis and update of organizational fee schedule reflective of payer contract changes or revised government rates
• Negotiated contracts and pricing – offering organization estimated cost savings of over $500,000 in potential losses from updating fee schedule to current model and negotiation of contracts with insurers and vendors, implementing new GPO pricing, saved over $800,000 annually for renegotiation of employee benefit offerings, $67,000 in savings from potential MIPS payment adjustments, increased practice revenue by drastically improving front office training of billing processes and collection work processes
• Directed interdepartmental cross training to more effectively utilize and challenge employees, while offering professional growth and development opportunities to staff
• Oversaw operational month end reporting
• Managed credentialing and hospital appointments for all physicians, records maintenance of certificates, CMEs, and other correspondence
• Managed ordering for practice and in-house IT support
• Oversaw maintenance and any requested repairs / renovations of medical office space
• Managed Coordination and Facilitation of Bi-Weekly Executive Committee Meetings & Quarterly Board Meetings – with presentation of Operations Reports (to include Key Performance Indicators and other relevant successes / needs for improvement)
• Further, facilitation of implementation of Executive Committee /Board Meeting decisions into organizational action and appropriate follow through
• Directed strategic planning, monitoring, and execution of operational and organizational objectives as defined by physician owners
• Developed and maintained social media marketing tactics for improved reputation and communications with Anchorage, AK public
• Assists with facilitation and coordination of any other duties as needed to preserve success of organization.
• Designed and introduced leadership development, coaching and team management model, resulting in promotion of employees into increased levels of responsibility.

• Operations consultant (previous employer, see below), focus was to overall increase practice performance by means of training efficiency, federal compliance, ordering protocol, and onboarding practices
• Updated the comprehensive training manual & reference guide for back office staff to include step-by- step instructions of essentially all back office functions
• Observed the front office and developed a similar training manual & reference guide to reflect front office operations
• Issued and analyzed staff performance evaluations (anonymous peer reviews, supervisor reviews, & self analysis)
• Developed and implemented new hazardous communication program to maintain OSHA compliance
• Updated employee training on OSHA & HIPAA for the entire practice
• Redesigned ordering protocol following thorough review of previous ordering practices
• Negotiated with vendors to save $70,000 on ordering annually
• Implemented SDS binder with current safety data sheets following comprehensive hazardous chemical inventory report for both aesthetic and medical dermatology services
• Implemented detailed interview questionnaire and interview evaluation for more thorough applicant screening processes
• Conducted back office meetings reflecting goals and objectives for practice as illuminated by Medical Director and Practice Manager
• Developed comprehensive EMR training manual for eClinical Works specific to practice to provide more thorough understanding of EMR functions for new hires
• Created training checklist with subsequent quizzes for back office medical assistants (learning guidelines for Day 1, Day 2, Day 3, Week 1, & Week 2)
• Develop and implement goals & solutions for increasing practice performance, reducing employee turnover, and improving patient satisfaction

• 8-provider internal medicine practice staffing almost 60 employees:
• Responsible for assisting Executive Director with Month End Reports
• Developed annual budget for organization
• Oversight of Practice clinical and administrative purchasing
• Negotiated Pricing with Vendors
• HR (including but not limited to: compliance training, hiring, and advertising)
• Daily Deposits and Calculating Daily EOBs
• Calculated Payroll and submitting to off-site accounting firm for review and employee disbursement
• Spearheaded social media marketing and reputation for practice
• Streamlined operations and prioritized tasks, allowing senior staff to increase productivity
• Assisted with employee performance reviews
• Conducted auditing of daily close
• Assisted with provider credentialing and records maintenance
• Facilitated monthly meetings for staff
• Implemented improvements in provider scheduling tactics for optimal practice performance
• Reinvented practice’s onboarding and recruitment process
• Worked in laboratory assisting with specimen preparations and send outs, front office, and scheduling department, when coverage was needed
• Carefully observed practice operations and developed subsequent initiatives for improvement.
• Handled confidential and sensitive information with discretion and tact
• Conducted research and analyzed data to provide detailed reports on various business topics
• Worked with senior management to initiate new projects and assist in various processes
• Created and managed office systems to efficiently deal with documentation

• Implemented 70 page training manual for clinical staff
• Implemented up to date HIPAA training and office procedures
• Consulted and collaborated with practice manager on marketing, training, cost reduction, scheduling for clinic flow, hiring
• Conducted pathology callbacks, scheduled appointments, coordinated office flow
• Facilitated in-services and regular staff meetings
• Performed surgical and procedure assist
• Oversight of ordering and inventory, medical transcription, sterilization and maintenance
• Performed other routine MA tasks and other organizational tasks as delegated by medical providers and practice manager., Responsible for human resources, managing oversight of clinic flow, and both staff and patient scheduling, staff training, coordinating and facilitating monthly staff meetings
• Created extensive clinic staff procedure manual for new hires, meaningful use compliance, OSHA,
• Surgical and procedure assist, pathology calls and surgery scheduling
• Oversight of purchasing, medical transcription,
• Helped clinic merge from paper-charting model to eClinical Works EMR.

• Outpatient dermatology / Mohs surgery office: Demonstrated proficiency in cleaning and stocking patient rooms, ordering lab work, submitting prescriptions as directed by medical providers, patient intake, coding, provider dictation, familiarity with dermatology terminology and procedures, trained in injections and electro cautery, mounting tissue and staging for MOHs Micrographic surgery, surgical and procedural assist
• Triaged and managed clinic flow exceeding 50-70 patients daily per provider
• Provided oversight for sterilization of instruments and maintenance of sterilization equipment
• Facilitated purchasing of clinical supplies for all three offices
• Exemplified ability to work with all medical providers & staff members
• Negotiated pricing with vendors
• Coordinated MA monthly meetings, training of new staff, coding, allergen patch testing, eClinical Works, surgical assist
• Trained and demonstrated compliance with both HIPAA and OSHA.
• Exercised leadership capabilities by successfully motivating and inspiring others
• Self-motivated, with a strong sense of personal responsibility