How will survey results be tabulated?
Survey results will be tabulated based on the following demographics:
Practice size (Based on full-time equivalent physicians): 5 or less | 6 to 15 | 16 and above.
Specialty: primary care | multispecialty | single specialty.
Regions: King, Snohomish and Pierce counties | the rest of Western Washington | Central and Eastern Washington.
Is all survey data confidential?
All submitted data and related materials that identify a specific organization or individual will be safeguarded and will not be published or voluntarily released without written permission. Summary statistics will only be published if there are sufficient responses and if the anonymity of those submitting data is protected.
How do I report temporary, contracted, or locum tenens providers?
This survey only collects data on physicians, nurse practitioners and physician assistants who are fully employed by the organization. Temporary, contracted or locum tenens providers should not be included.
What if my providers work at multiple locations?
Since this survey is for the practice entity, only report each provider once within the survey regardless of locations.
How do I report staff with multiple positions?
Report the position title that they spend the majority of their time in. If they perform the same duties at multiple sites, please list them under the location they spend the most time at. Do not list one individual multiple times on your survey.
Do I have to submit data for each staff member?
Each section will ask about various positions, if you do not employ those position then scroll to the bottom of the page and click “next” to go to another section.
What is included in retirement benefits?
Retirement benefits includes employer contributions (excluding the Federal Insurance Contributions Act (FICA)) to retirement plans, including defined benefit and contribution plans, 401(k), 403 (b) and Keogh plans; and any non-qualified funded retirement plan. For defined benefit plans, the employer’s contribution made on behalf of each plan participant is estimated by multiplying the employer’s total contribution by each plan participant’s compensation divided by the total compensation of all plan participants.
Not Included: Employer contributions to Social Security mandated by (FICA) ; voluntary employee contributions that are an allocation of salary to a 401(k), 403(b), or Keogh plan; or the dollar value of any other fringe benefits paid by the practice, such as life and health insurance or automobile allowances.
How do I report a provider who went on maternity leave or sabbatical?
Adjust the full-time equivalent (FTE) to reflect time worked, and report compensation as shown on the appropriate tax form. If the provider did not work during the fiscal year, don't include them in the survey. For example, a provider who worked six months of the year would be a 0.5 FTE (6 months divided by 12 months).
What if my staff’s position title is not included in your options?
Please read the position title descriptions and use the position title that most accurately reflects your staff’s duties and responsibilities. If none of our titles are appropriate, please report the data at the end of the survey in the comment fields.
What if I need more help?
If you have questions about the survey, feel free to contact Michelle Lott at firstname.lastname@example.org or via phone at 206.441.9762.
Total physician FTE in practice
Report the practice's FTE physician count. If an exact number is not known, a best estimate is acceptable.
Total nonphysician provider FTE in practice
Report the number of FTE nonphysician providers in your practice. Nonphysician providers are specially trained and licensed providers who can provide medical care and billable services. Examples of nonphysician providers include audiologists, certified registered nurse anesthetists (CRNAs), dieticians/ nutritionists, midwives, nurse practitioners, occupational therapists, optometrists, physical therapists, physician assistants, psychologists and surgeon assistants.
Total support staff FTE in practice
Report the total support staff FTE in your practice. This should include business operations staff such as managers or administrators, front office support staff, clinical support staff, ancillary support staff and contracted support staff.
Report the FTE this individual is considered to be employed by your practice. An 1.0 FTE individual works whatever number of hours the practice considers to be the minimum for a normal workweek, which could be 37.5, 40, 50 hours, or some other standard.
To compute FTE of a part-time individual, divide the total hours worked by the individual by the total number of hours that your medical practice considers to be a normal workweek.
For example, an individual working in a clinic or hospital on behalf of the practice for 30 hours compared to a normal workweek of 40 hours would be 0.75 FTE (30 divided by 40 hours).
You may also include individuals who were not employed by the practice for the entire fiscal year, but you must reflect that in their FTE.
For example, an individual working in a clinic or hospital on behalf of the practice for 40 hours (normal workweek) but was only employed by the practice for 9 out of 12 months in the fiscal year would be considered 0.75 FTE (9 divided by 12 months).
Do not report an individual as more than 1.0 FTE regardless of the number of hours worked.
Hourly rate compensation
Indicate the amount the individual was paid hourly, if applicable. Do not annualize this number.
Audiologist – Conducts hearing exams and hearing aid evaluations. Makes recommendations for rehabilitation of patients with impaired hearing. Provides a full range of diagnostic, consultative and rehabilitative services for patients and families.
Certified Nurse Midwife – Works as nurse practitioner in office as primary care. Delivery privileges at hospital. Oversees the medical care of assigned pregnant patients.
ARNP (Advanced Registered Nurse Practitioner) – Provides primary care to patients. Takes histories, orders appropriate diagnostic tests, provides treatment for minor problems and gives appropriate patient counseling and education. Works within scope of ARNP and clinic policies. Consults or refers to physician any problems outside scope of practice.
PA - Physician Assistant (Primary Care) – Provides appropriate primary care to patients. Takes histories, orders appropriate diagnostic tests, provides treatment for minor/routine problems and gives appropriate counseling to patients. Follows physician’s assistants’ policies.
PA - Physician Assistant (Specialty) – Provides appropriate specialty care to patients. Follows physician’s assistants’ policies.
PT - Physical Therapist – Performs evaluations for musculoskeletal and neurological patients, formulates treatment plans and goals; performs physical therapy procedures and modalities; directs care provided by physical therapy assistants. Provides services that help restore function, improve mobility, relieve pain, and prevent or limit permanent physical disabilities of patients suffering from injuries or disease
Surgical Assistant (PA/RN) – Assists physician in surgery.
Medical Assistant - Registered (MA-R) – Duties are the same as 2.1, and include preparing patients for, and assisting with, routine and specialty examinations, procedures, treatments, and minor office surgeries utilizing no more than local anesthetic.
Medical Assistant – Certified (MA-C) – See http://apps.leg.wa.gov/RCW/default.aspx?cite=18.360.050 for full list of duties. Also assists physicians and nursing staff with direct and indirect patient care, which includes greeting patients, checking patients into exam rooms, assisting physicians, answering telephones and scheduling appointments.
LPN (Licensed Practical Nurse) – Coordinates patient care activity on the telephone and in the office providing necessary support to the physician within established guidelines. Includes preliminary patient preparation, assisting physicians as required patient education, scheduling tests/surgeries, and a variety of medically related tasks within scope of nursing practice.
Registered Nurse (RN) – Coordinates patient care activity on the telephone and in the office, providing necessary support to the physician within established guidelines. Tasks Include preliminary patient preparation, assisting physicians as required patient education, scheduling tests/surgeries, and a variety of medically related tasks within the scope of nursing practice. Administers injections as needed.
Certified Nurse Assistant (CNA) – Responsible for performing basic nursing care to patients. The CNA collaborates with the RN and LPN in providing basic care measures to a designated patient population. Obtains and accurately documents patient vital signs and weight.
Physical Therapy Assistant (PTA) – Responsible for providing direct patient care based on treatment plan established by primary PT. Operates therapeutic equipment and devices, documents care and other patient information for medical record including history, treatment and consultations.
Physical Therapy Aide – Non-licensed worker. Performs designated routine tasks related to the operation of the PT service and may assist with the patient-related activities which are predetermined for each patient and assigned by the physical therapist.
Surgery Scheduler – Schedules surgeries and coordinates with other physicians. Maintains surgical schedules for physicians and coordinates with receptionist. Notifies patients of surgery date by telephone or mail. Gives hospitalization instructions to patients. Keeps track of operating room and on-call schedules.
Radiology Technologist (Certified) – Performs radiological examinations, which includes general diagnostic, fluoroscopy and mammography. Provides necessary clerical and darkroom support as needed.
Radiology Technologist (Not certified) – Duties are the same as a certified tech.
Mammography Technician – Responsible for the operation of a dedicated mammography unit to perform mammography exams.
Respiratory Care Tech (Pulmonary Function Technician) – Performs routine and specialized pulmonary diagnostic procedures and tests, reviews all result data for quality assurance issues.
CT Technician – Under the direction of a radiologist, performs diagnostic computerized tomography examinations at a technical level not requiring constant supervision of technical detail. Performs a variety of technical procedures that require independent judgment, with initiative to apply prescribed ionizing radiation for radiographic diagnosis.
EEG Technician – Performs standard and complex neurological electric diagnostic procedures under minimum direction.
EKG/Treadmill Technician – Performs EKG and treadmill tests.
Orthopedic Technician – Assists physician in all casting and bracing procedures, functions with moderate supervision.
Cardiovascular Invasive Specialist (Vascular Technician) – Performs full array of vascular exams including renal, abdominal and peripherals, venous imaging and saphenous mapping.
MRI Technician – Under the direction of a radiologist, performs magnetic resonance imaging tests at a technical level not requiring constant supervision of technical detail. Performs a variety of technical procedures that require independent judgment.
Ultrasound Technologist – Performs diagnostic ultrasound examinations and selects appropriate ultrasonic technical and recording parameters.
Nuclear Medicine Technologist – Performs all nuclear medicine exams/tests.
Respiratory Therapist (Licensed) – Responsible for performing pulmonary function diagnostic testing including assessing patient status prior to testing and obtaining signed consent, and instructs patients to obtain optimal results. Prepares data for interpretation and documents in patient chart and pulmonary function files.
Bone (DEXA) Technologist - Conducts tests of bone mineral density using the dual energy X-ray absorptiometry (DEXA). Calibrates and performs light maintenance on DEXA machine.
Athletic Trainer – Responsible for assessing, evaluating and treating athletes. Provides education and counseling to patients and groups regarding health maintenance, injury prevention, strength and conditioning.
Allergy Technician – Assesses allergy history of patient. Performs food and allergy testing. Administers allergy immunotherapy injections and performs pulmonary function testing.
Tech Aide – Assists radiologist and technologist by ensuring that patient is ready for exam, i.e. changed into gown, miscellaneous paperwork, etc.
Research Coordinator – Coordinates research studies/clinical trials performed in the organization.
Research Assistant – Assists research studies/clinical trials performed in the organization.
Medical Assistant (Phlebotomist) – Assists technologists by performing venipunctures, taking throat cultures, setting up urinalysis and ECGs. Greets and admits patients to department, accesses patient information, receives calls, gives routine instructions to patients.
Medical Laboratory Technician – Performs all lab procedures such as hematology, chemistries, urinalysis, serologic tests, stool hem occults, and venipunctures under supervision of medical technologist.
Medical Technologist – Performs all lab procedures and conducts a variety of qualitative and quantitative tests. Oversees work of MLT and lab assistants.
Optometrist – Performs eye exams with refractions; fits contact lenses.
Ophthalmic Technician (Certified) – Greets patients, takes histories, performs preliminary tests. May perform some specialized tests (visual fields neutralize glasses). May provide contact lens patients care activities that include fitting, visual field testing and patient education.
Certified Ophthalmic Assistant (COA) – Performs all testing, histories, refractions, scribing with the physicians.
Medical Records/Administrative Support/Business Office
Medical Records Clerk – Maintains medical records by pulling medical records for appointments, filing information into the records. May be required to process outgoing mail.
Medical Transcriptionist – Transcribes medical dictation from tapes or written documents for physicians and other health care providers. May also be paid by the line but must be an in-office employee, not contracted.
Medical Transcriptionist (By Line) – Transcribes medical dictation from tapes or written documents for physicians and other health care providers. May also be paid by the line but must be an in-office employee, not contracted.
Accredited Records Technician (ART) – Responsible for preparing and coding statistical reports, diagnoses, operations and procedures. Maintains indexes according to established plans and procedures. Must be accredited by the American Association of Medical Record Administrators.
Administrative Assistant – Responsible for general administrative duties as assigned by the clinic administrator or small office manager and may include personnel recruitment and employment, maintaining personnel files and employee benefit programs, processing employee and physician payroll. May be required to process accounts payable and coordinate maintenance requests. May assist physicians with continuing education and license requirements. Analyzes reports.
Executive Secretary – Provides secretarial support to administration, board of directors, board of trustees, physicians and staff. Prepares, takes and transcribes minutes for board, stockholder, trustee and other meetings. Provides clerical support by typing letters, legal documents and reports. Coordinates physician recruitment activities and new physician orientation.
Office Clerk/Mail Clerk – Sorts and may distribute daily incoming mail. Processes daily outgoing mail. May be responsible for processing and mailing billing statements, operating mail equipment and photocopying.
Human Resources Assistant – Performs a variety of routine personnel work such as maintaining records, compiling statistics, data entry and processing employment applications. Furnishes employee information to authorized persons, and assists employees on matters regarding personnel forms, records and procedures.
Physician/Staff Recruiter – Responsible for recruiting and hiring process for provider and clinic level positions. Defines job descriptions and position specifications for the clinic. Establishes and maintains recruiting relationship with recruiting resources and advertising venues.
Medical Receptionist/Patient Registration – Receives and screens incoming calls, completes registration of patients, schedules appointments and gives non-medical information to patients. Enters appointment list for next day into CRT. Updates patient identification and insurance information in CRT as needed. Collects co-payments, verifies referrals. Maintains and updates information on providers’ schedules, ensuring patients are scheduled properly and appointments are confirmed.
Billing/Reimbursement Representative – Duties may include processing charges directly billed to government agencies, medical service bureaus and insurance companies. Receives and applies payments to proper accounts. Responds to billing inquiries. May counsel patients regarding delinquent accounts and interprets credit policies and procedures to physicians, employees and patients. Assists patients with payment of their bill by conducting credit interviews, contacting patients, sending collection letters and responding to correspondence.
Certified Coder (CPC or CCS-P) – Codes and checks coding for office and surgical procedures. Trains staff and physicians on correct coding. Audits charts to ensure providers are kept within compliance.
Non-Certified Coder – Same as certified coder but with no certification.
Surgical Biller – Expert biller for determined surgical specialty. Bills out complex surgeries.
Data Entry Clerk – Enters charges and payments into data processing system via CRT. Audits charge tickets for accurate charging procedures.
Referral Coordinator – Responsible for reviewing managed care referrals and reconciling claims against referrals after services have been provided. Reviews referrals for completeness of information and gathers additional information as needed to complete referrals. Enters referrals on the managed care information system.
Finance and Management
Accounting Clerk (Payables/Payroll) – Processes accounts payable checks including coding vendor number on invoice, matching invoice to purchase order or authorization, and files processed invoices. Enters related accounts payable transactions into the general ledger on the computer. Analyzes, prepares, and inputs payroll data, typically using an automated system to produce accurate and timely payroll. Reviews and resolves errors from edits. Resolves employee and supervisory payroll questions. Analyzes payroll reports and provides results to supervisor.
Bookkeeper – Processes payroll for employees and physicians. Reconciles bank statements and prepares monthly/quarterly reports. Processes physician continuing education requests. Could supervise other staff in the department.
Accountant – Provides a wide variety of regular and recurring moderately complex accounting functions requiring full professional competency. Establishes and maintains accounting records. Maintains one or a combination of general accounting, budget, or cost systems. Assists in interpreting accounts and records for administrative officers. May balance books, prepare tax reports, or perform other special projects. May direct lower-level employees.
Practice Administrator/Manager – Responsible for overall management, contracting, long-range planning and day-to-day operations of a clinic. Responsibilities include physician and personnel recruitment and employment, maintaining personnel files and employee benefits programs, and processing employee and physician payroll. May be required to process accounts payable and coordinate maintenance requests. May assist physicians with continuing education and licensing requirements.
Practice Administrator/Manager (ASC) – Same duties as above, with addition of managing an Ambulatory Surgery Center.
Small Office Manager – Position reserved for groups of fewer than three physicians. Responsible for day-to-day operations and human resources functions. Prepares office payroll and accounts payable; oversees and approves all supplies and equipment; prepares and coordinates physicians’ schedules.
Site/Satellite Manager – Plans, organizes and directs all aspects of clinical division, satellite or major clinical department. Ensures quality patient care through efficient and effective care to all patients. Acts as liaison between administration, physicians and staff. Directs and delegates department activities.
Chief Financial Officer – Provides a wide variety of regular and recurring moderately complex accounting functions requiring full professional competency. Establishes and maintains accounting records. Maintains one or a combination of general accounting, budget or cost systems. Assists in interpreting accounts and records for administrative officers. May balance books, prepare tax reports or perform other special projects. May direct lower-level employees. Prepares and presents monthly financial statements to the board/stockholders, maintains cost accounting, selects and trains/orients department personnel (payroll and accounts payable).
Operations Manager – Hiring, training and employee relations activities. Responsible for efficient day-to-day operations of organization.
Reimbursement Manager – Assists providers in standardizing billing procedures to maximize reimbursement. Trains and updates new physicians/providers in proper billing procedures. Also maintains CPT service code tables and charge tickets.
Compliance Officer – Responsible for ensuring the clinic remains in compliance with all regulations and requirements. Reports to CFO or administrator. Develops clinic’s policies and procedures related to compliance.
Human Resource Manager – Recruitment, employment, training, compensation program and employee relation activities. Develops HR policies and procedures for the entire organization.
Purchasing Supervisor – Monitors inventory control for office and medical supplies. Coordinates with supervisors for purchasing supplies not normally stocked. Assists in preparation of equipment justification for capital equipment purchases. Evaluates new products and new sources for purchasing and makes comparisons. Assists in developing and monitoring budgets. Coordinates group purchasing contracts.
Reception Manager/Supervisor/Lead – Oversees all aspects of the organization’s reception department. Usually reports to the chief operating officer. Responsible for the selection, training and performance evaluation of department personnel.
Business Office Manager – Directs and coordinates all business office activities in an organization that has a top administrator. Monitors medical billing system. Oversees areas of responsibility such as third-party reimbursements, physician billing, collections, contract administration and management reporting. Reports to the senior administrative officer or to the organization’s top financial position.
IS Manager – Responsible for planning, directing and developing clinic information systems. Oversees areas of responsibility such as PC help, programmers and network administrators. Ensures systems function efficiently on a daily basis.
Clinical/Nursing Supervisor – Oversees all aspects of the organization’s nursing practices. In most cases, this position requires certification as a registered nurse. Oversees all nursing staff. Usually reports to the chief operating officer.
Radiology Supervisor – Oversees all aspects of the organization’s radiology department. Usually reports to the chief operating officer. Responsible for the selection, training and performance evaluation of department personnel.
Laboratory Supervisor – Oversees all aspects of the organization’s laboratory department. Usually reports to the chief operating officer. Responsible for the selection, training and performance evaluation of department personnel.
Controller/Accounting Manager – Prepares and presents monthly financial statements to the board/stockholders, maintains cost accounting, selects and trains/orients department personnel (payroll and accounts payable). Responsible for organizing and maintaining financial accounting systems, including accounts payable, general ledger, employee payroll, cash disbursements, financial statements and tax information.
Research Manager – Contract negotiation, regulatory guidelines, manages coordinators.
Medical Records Supervisor – Manages daily operation of medical records department, establishes systems and procedures for the distribution and use of medical records throughout the facility. Responsible for the selection, training and performance evaluation of department personnel.
Billing Office Supervisor – Oversees billing department functions: data entry, surgical billing, insurance remits and collections.
Transcription Supervisor – Oversees all aspects of the organization’s transcription department. Usually reports to the chief operating officer. Responsible for the selection, training and performance evaluation of department personnel.
Data Processing Coordinator – Responsible for the clinic’s data processing system. In charge of insurance billing, statements and monthly reports. Maintains computer system hardware and software.
Maintenance Supervisor – Oversees management of physical facilities and related services including maintenance, electrical equipment and grounds maintenance. Supervises department staff. Reports to director of facilities/administrators.
Managed Care Coordinator – Coordinates all activities relating to managed health care services (HMO, PPO, IPA, etc.) which includes processing bills from outside contractors and interpreting managed care policies and procedures. Serves as resource person for staff regarding managed care and eligibility questions, resolves patient service problems.
Marketing and Public Relations Director – Develops, implements and manages a coordinated approach to marketing and community and public relations. Responsible for planning, budgeting, program and practice development, and advertising and media relations that reflect current market research data. Assists directors in the identification and development of systems and service delivery improvements. Writes advertising, copy and patient education brochures.
Housekeeping/Janitor – Cleans the inside of the building. Tasks include dusting, wet mopping, vacuuming, cleaning counters and sinks, and disinfecting restrooms.
Switchboard Operator – Receives and directs incoming calls from main switchboard.
Supply Coordinator – Coordinates all central supply activities including receiving supplies, taking inventory of supplies and being accountable for all supplies.
PC Hardware Technician – Troubleshoots user hardware problems and makes minor repairs to personal computers, terminals, printers and communication connections. Installs PCs and associated hardware. Runs basic diagnostic tests. Refers major problems to computer vendors.
Network System Engineer – Responsible for the planning, implementation and operations of information systems. Evaluates, implements and documents new local- and wide-area network hardware and software.
EMR Support – Scans paper chart after patients’ appointments and sends to storage. Reviews and attaches incoming patient records via fax to EMR. Routes incoming EMR documents to appropriate provider or staff for review and electronic signature.
EMR Manager – Tests software upgrades to assure stability and reliability; assists in interface development, coordination, and testing and related software and workflow problem resolution; fields questions; and fixes problems with documents.
Ambulatory Surgical Centers
OR RN Nurse Supervisor – Competent to fulfill the OR RN job description. and responsible for the coordination of care provided in surgery on a daily basis, collaborating closely with the clinical director.
Surgical (OR) Nurse – Under minimum supervision, provides safe, quality patient care in the operating room. The RN is accountable for assessing, planning, implementing and coordinating patient care in the operating room. Responsible for the achievement of patient outcomes in accordance with the mission of the organization.
Pre-Op and Post-Op Nurse – Accountable for assessing, planning, implementing and coordinating patient care from admission to discharge in the pre-op and post-op areas.
Lead Surgical Technologist – Performs all of the duties described in the job description for OR Technologist, is a member of the surgical management team and is responsible for upholding management decisions. Responsible for assisting with orientation of new surgical staff.
OR Technologist – Must have the ability to scrub on all cases performed. Is responsible for the setup and maintenance of sterile field. Assists in the opening of the supplies/equipment for surgical cases. May assist in preparation for cases by “picking cases.”
Instrument Room Tech – Works in one of three places: GI room, decontamination room, or clean room. Cleans and sterilizes all instruments using the Steris or autoclave, prepare trays, helps pick for the next cases, etc.