As an Admin Site Lead at Nystrom & Associates' East Grand Forks clinic, you will ensure an efficiently operating clinic site and is principally responsible for managing phones, registration, and a small administrative staff team, etc. Patient-centered care drives the value of excellent “customer service” and optimal relations with all stakeholders. Each of our clinics varies in size and the services offered. Nystrom & Associates Ltd. Consists of a team of mental health professionals that specialize in psychiatric evaluations, clinical social work, and family therapy. We are committed to helping patients in our community who are experiencing personal, emotional, marriage, family, or psychological problems.

Job Duties:

1. Supervise Site Staff

• • Manage administrative site staff and schedules
  • New Front Office Associate orientation and training as needed
  • Ensure staff are productive, efficient, and following proper workflows and procedures
  • Lead administrative staff training and clinic meetings in conjunction with Clinical Site Director
  • Fill in as needed to cover shifts
  • Interview potential new staff and give timely job performance reviews
  • Address any staff performance issues
  • Manage payroll and time-off requests, ensuring suitable clinic coverage when needed

2. Building Maintenance

• • Responsible for keeping office space clean and orderly
  • Communicate with janitorial/building management to discuss issues as needed
  • Ensure site upkeep and audit to ensure functional equipment/furniture
  • Keep site stocked with supplies and submit supply orders as needed

3. Patient Care

• • Handle difficult calls and patient complaints in a timely fashion
  • Maintain excellent quality in customer care

4. Collaboration with Clinic Site Director

• • Office orientation for all new clinical providers (CB, OP, Psychiatry, etc.)
  • Work with Clinical Director on clinical staff performance issues
  • Follow up with OP clinicians regarding treatment plans, insurance authorizations, timely billing, and patient check-outs as directed by Operations
  • Troubleshoot technical issues for staff or triage to IT

5. Miscellaneous

• • Attend regular management training as directed by Operations
  • Drug Rep. liaison (coordinate on-site lunches, secure supplies, and manage medication samples per Sample Medication Policy & Procedure)
  • Create and distribute memos promptly
  • Other projects management may assign from time to time (i.e. mailings, etc.)
  • Complete and submit reports to key administrative staff
  • Create and update all provider schedules
  • Plan and coordinate site picnics and luncheons

Qualifications:

• • Prior experience working in health care facilities (preferred)
  • Prior supervisory experience (6+ months preferred)
  • Able to multi-task and handle stress well
  • Positive attitude and ability to be flexible
  • Must be proficient in the use of computers
  • Keep all business information strictly confidential
  • Must be available to work 40 office hours onsite per week, Monday through Friday

HOURS:

Must be available to work 40 office hours per week, with general daytime hours Monday through Friday.

Benefits:

Nystrom & Associates, Ltd. prides itself on the benefits and compensation offered to staff, including:

• Medical & Dental Insurance

• Opportunities for professional growth and career advancement

• Health Savings Account (HSA)

• Flexible Spending Account (FSA) for applicable medical and dependent care expenses

• Paid Time Off (PTO)

• Paid Holidays

• 401(K) Retirement Plan with a generous employer matching program

• Supplemental insurance, such as short-term disability, cancer insurance, and accident insurance

keywords: Behavioral healthcare, mental healthcare, customer service, front desk, receptionist, clinic receptionist, clinic representative, office coordinator