What Does a Healthcare Administrator Do?

When patients arrive at a hospital, they should experience a seamless journey from admission to treatment to discharge. When this process functions as it should, patients feel valued and cared for by their care teams.

What they don't often see, however, is the team of people behind the scenes who streamline emergency department protocols, optimize staffing schedules, and implement systems that keep everything running smoothly.

While doctors and nurses focus on patient care, healthcare administrators work diligently to ensure that healthcare facilities operate smoothly, efficiently, and in compliance with ever-changing healthcare regulations. These non-clinical professionals manage operations and make critical decisions that impact everything from patient experience to the financial health of medical facilities.

Daily Responsibilities of a Healthcare Administrator

Healthcare administrators typically oversee and manage healthcare facilities, such as hospitals, clinics, and nursing homes. As healthcare rapidly evolves, administrators must often be well-versed in both traditional administrative principles and modern digital solutions that can help improve patient care and streamline operations. They may be responsible for planning, directing, and coordinating health services and activities in these organizations.

A healthcare administrator's daily responsibilities may include:

• Scheduling and Personnel Management - Healthcare administrators may create staff schedules that ensure adequate coverage while managing time-off requests, addressing call-outs, and adjusting for patient volume fluctuations. This may also include working with HR to recruit, train, and maintain adequate staffing levels while fostering a positive work environment.
• Budget Oversight - Financial management responsibilities may involve managing financial operations, including developing annual budgets, monitoring expenses, and allocating resources effectively. Administrators may negotiate with insurance providers, oversee billing systems, and balance quality care with financial constraints.
• Regulatory Compliance: Administrators help ensure the institution remains compliant with HIPAA and other regulatory requirements by staying current with healthcare laws and regulations, protecting patient privacy, maintaining proper medical records, and preparing for inspections and accreditation reviews.
• Interdepartmental Coordination: To ensure all parts of the organization work together effectively, healthcare administrators facilitate communication between clinical departments, support services, and administration personnel.
• Tech System Oversight: Healthcare administrators make decisions about electronic health records (EHR) systems, billing platforms, human resource information systems, and other technological solutions that support modern healthcare delivery.
• Developing and Implementing Policies: Creating, updating, and enforcing policies related to patient care, emergency procedures, and regulatory compliance helps ensure all team members are in alignment with organizational goals and requirements.

Role Variations by Setting

The day-to-day responsibilities of a healthcare administrator will vary depending on the size and type of facility. They might wear many hats in smaller facilities, while larger healthcare facilities like hospitals may provide opportunities to specialize in a particular area of interest.

Small Clinics and Independent Practices

In smaller healthcare facilities, administrators typically function as generalists and may oversee everything from front office operations to billing, HR, and facility management. They might handle patient scheduling, insurance verification, and even marketing efforts.

Large Hospitals and Healthcare Systems

In larger healthcare systems, administrators often specialize in managing specific departments or functions, such as:

• Emergency services
• Surgical services
• Outpatient clinics
• Financial services
• Information technology

Long-term Care Facilities

Healthcare administrators in nursing homes or assisted living facilities often focus on creating positive environments for residents while maintaining clinical standards, managing resident relationships, and navigating unique regulatory requirements.

How Administrators Impact Patient Care

While healthcare administrators don't provide direct patient care, their decisions may significantly influence patient experiences and outcomes. They may be instrumental in creating:

• Smoother Processes - By implementing efficient check-in procedures and seamless department transitions, administrators may reduce patient wait times and frustration.
• Safer Environments: Through infection control protocols, security measures, and facility improvements, administrators can help to create safer healing environments.
• Better Outcomes: By securing funding for advanced technology, adequate staffing, and quality improvement initiatives, administrators work to provide the resources clinicians need to deliver excellent care.

The benefits of effective healthcare administration create better experiences for patients by improving the way departments function. For example, one Pennsylvania health network saw a 20% decrease in average length of stay for patients after implementing operational best practices and optimizing provider shifts during busy times.¹

How Healthcare Administrators Impact Medical Facilities

Healthcare administrators often play a crucial role in ensuring that medical facilities run efficiently and effectively. To succeed in their roles, they often need a diverse set of skills, including:

Soft Skills

Soft skills are intangible, interpersonal skills that typically can't be quantified with a test or metric. They include:

• Communication - Communicating effectively with board members, clinical and non-clinical staff, and patients
• Emotional Intelligence - Understanding the needs and perspectives of various team members, particularly during stressful situations
• Leadership: Motivating teams, providing clear direction, and navigating change effectively

Hard Skills

Hard skills include functional knowledge of specific tasks and focus areas, such as:

• Finance - Understanding healthcare economics, budgeting, financial analysis, and resource allocation
• Data Analysis - Ability to interpret operational metrics, quality indicators, and financial data
• Compliance Knowledge - Understanding of healthcare regulations, accreditation standards, and legal requirements

Technology Skills

As technology becomes increasingly integrated into care delivery models, healthcare administrators may need experience with a variety of systems and tools, including:

• Electronic Health Records (EHR) systems
• Healthcare billing and coding platforms
• Data analytics tools
• Scheduling and workforce management software
• Healthcare-specific communication platforms

Educational and Professional Requirements

While requirements for specific roles vary, healthcare administration roles typically require a degree in health sciences, business management, or a related field. Healthcare programs may offer the opportunity to specialize in healthcare administration, which could be valuable for certain roles. A typical educational pathway may look like this:

Associate's Degree

An associate's degree may provide an entry point for administrative assistant or coordinator positions. Programs typically focus on healthcare fundamentals and basic management skills, and some programs may provide a good foundation for further education.

Bachelor's Degree

Many mid-level administrative positions require a bachelor's degree in an area such as healthcare management, business administration with a healthcare concentration, or health sciences. Coursework varies by program, but typically combines business principles with healthcare-specific knowledge.

Master's Degree

For leadership positions, a master's degree in healthcare administration or a related field is often preferred or required. Programs may include internships or practical experience components, although specific requirements vary.

Licensure/Certification

Certain roles may require additional licenses or certifications. For example, nursing home administrators require licensure in all states, with specific requirements varying by location.² Voluntary certifications such as the FACHE (available through the American College of Healthcare Executives)³ or a certification in healthcare compliance may also be helpful depending on your interests and career aspirations.

Career Pathways and Progression in Healthcare Administration

The field of healthcare administration offers a wide array of career opportunities that may align with your interests and aspirations. Specific opportunities vary based on location, market conditions, and job requirements, and advanced roles may need additional education or certification.

Here are some common career paths that may be available in health administration:

Entry-Level Positions

An entry-level position can help you build foundational experience and gain insight into healthcare operations while developing essential administrative skills. These positions may be available with an associate's or bachelor's degree. Examples include:

• Administrative Assistant
• Department Coordinator
• Patient Services Representative
• Billing or Coding Specialist
• Office Manager (for a small practice)

Mid-Level Positions

Mid-level positions often require experience and additional education. These management roles typically look for expertise and leadership capabilities. Opportunities may include:

• Department Manager
• Practice Administrator
• Clinical Operations Manager
• Revenue Cycle Manager
• Quality Improvement Specialist

Senior-Level Positions

Executive and senior roles typically require extensive experience, advanced education (such as a master's degree), and strategic leadership abilities. Roles may include:

• Hospital Chief Operating Officer (COO)
• Chief Financial Officer (CFO)
• Chief Information Officer (CIO)
• Hospital/Health System CEO
• Regional Director

Niche Specialty Roles

If you have specialized interests or aspirations, you may want to consider a specific focus area that aligns with your interests, such as:

• Healthcare Informatics Director
• Compliance Officer
• Patient Safety Director
• Population Health Manager
• Healthcare Facilities Director

Job Outlook for the Healthcare Administration Field

The Bureau of Labor Statistics projects faster growth for medical and health services manager jobs on average than for other occupations.⁴ This typically means a variety of roles may be available depending on your location, the job market, and other factors.

Key factors affecting job prospects may include:

• Region: Urban areas may offer more opportunities, however competition for these roles may be greater.
• Facility Size: Larger healthcare systems may provide more advancement options than smaller practices or clinics.
• Education Level: Advanced degrees may open doors to more senior-level positions, depending on your qualifications, the needs of the facility, and the current job market.
• Specialization: Expertise in high-demand areas like healthcare informatics or quality improvement may be valuable to potential employers.

Is Healthcare Administration Right for You?

Healthcare administration is a fast-paced, dynamic field that requires leadership, vision, and creativity. This field may be a good fit if you are interested in the processes and demands of the healthcare environment.

Successful healthcare administrators typically need to be organized and detail-oriented, with the ability to adapt quickly to changing situations and maintain composure under pressure. They often need knowledge and experience in business operations and strategy, healthcare delivery and improvement, technology and innovation, leadership development, and solving complex challenges.

However, healthcare administration can present challenges as well. You may face high-pressure decisions that affect patients and staff, while balancing clinical priorities with financial realities. Administrators also hold significant responsibility during emergencies and crises, and they need to be flexible in the face of changing healthcare regulations. Despite these challenges, the opportunity to improve healthcare systems from within may be a deeply rewarding pursuit for many healthcare administration professionals.

Take Your Next Step Toward a Career in Healthcare Administration

To learn additional details and determine whether you are ready to take the next step, check out our guide, [Consideration Article Name].

Think this role might be your calling? Explore degrees that prepare you for healthcare administration and take the first step toward a rewarding career that makes a difference in countless lives.

¹Naser M. Chowdhury, Lawrence Riddles, and Richard Mackenzie, "Queuing Theory: Reducing Wait & Stay," Physician Leadership Journal, (2019), https://www.physicianleaders.org/articles/queuing-theory-reducing-wait-stay.
²NHA Licensure Requirements by State," Provider Magazine, accessed March 31, 2025, https://www.providerman.com/nha-licensure-requirements-by-state/.
³Earn Your FACHE," American College of Healthcare Executives, accessed March 31, 2025, https://www.ache.org/fache/earn-my-fache.
⁴U.S. Bureau of Labor Statistics, "Medical and Health Services Managers," Occupational Outlook Handbook, accessed March 17, 2025, https://www.bls.gov/ooh/management/medical-and-health-services-managers.htm.