Assistant Client Services Manager

The Lorenz Clinic•Rosemount, MN

2d•$24 - $26

About The Position

The Position Lorenz Clinic is known for its distinctive approach to child psychology that integrates developmental, relational, experiential, and trauma-informed models. While not psychotherapy, all aspects of client services are symbolic of the client's relationship to the clinic. This includes fulfilling the role of a Mental Health Receptionist while serving as the direct supervisor of our Mental Health Receptionists. The Assistant Client Services Manager is responsible for managing the daily, non-clinical operations of the group practice related to facilities and support staff supervision. The Assistant Client Services Manager must effectively implement and carry out administrative policies and procedures and be responsible to the Client Services Manager for the following job duties:

Requirements

Qualifications Associate or bachelor’s degree or 2-4 years’ full time work experience (in a professional office, hospitality, retail, banking, or medical) (required) AND either 1 year of people management or 1-3 years of leadership experience. (required)
Well-organized and reliable.
Self-motivated and capable of working independently as well as part of a team.
Ability to analyze processes and information, identify problems and trends, and develop effective solutions and strategies.
Excellent communication, leadership, coaching, and conflict resolution skills.
Trustworthy; maintain patient confidentiality and team ethics.
Overt commitment to social justice
Excellent written and verbal communication skills
Self-motivated, self-starting work style, capable of working independently as well as part of a team
Ability to initiate and maintain self-organizational systems to ensure job tasks are completed as expected (e.g., calendar of tasks/responsibilities, etc.)
Perfect interpersonal boundaries
Trustworthiness in handling sensitive information (with special preference given to candidates with HIPAA compliance knowledge and training)
Proficiency with Microsoft Office applications
Reliable transportation with the ability to travel to any of our clinic locations
Reliable and dependable attendance
Schedule flexibility as needed
Ability to sit for long periods of time
Ability to operate computer software for 90% of the job

Responsibilities

Leadership & Development Working closely with leadership to support practice tasks and initiatives, as well as ensure excellent communication up, laterally and down the organizational chain at all times
In all actions, embodying and modeling spirit of social justice and collegiality
Demonstrate professional advocacy for program and site processes and recommended improvements
Address problems of diverse scope and demonstrate good judgment in selecting methods and techniques for obtaining solutions
Provide a high level of support to all departments and members of the organization (e.g., addressing technology issues)
Study and understand all programs and plans that have been adopted by clinic leadership
Serve as a cultural leader; project a competent, professional, caring image to clinic visitors and the public
Staff Management Fosters a team environment, ensuring appropriate communication between departments
Fully responsible for all aspects of support staff employment and performance, including interviewing, hiring, discipline, reviews, motivation, coaching, and training.
Participates in networking and candidate sourcing to fill open positions
Maintains an appropriate and sufficient level of staffing at assigned site(s) based on business needs
Creates staff schedules based on business and client needs
Ability to flex work schedule based on business needs
Observe daily operations and identify areas where modifications of policies and procedures will improve patient care, safety, and efficiency
Ensure all support services adhere to the highest level of customer service
Provide time and space for routine education & training to ensure consistent processes across all practices.
Provide time and space for routine individual & staff meetings to build a cohesive team.
Facilities Adhere to a budget for purchasing, keeping inventory of equipment and supplies
Make general site repairs and work closely with building management to ensure facilities are safe and site repairs are timely (e.g., changing light bulbs, etc.)
Monitor vendor services and be present for onsite issues across the clinic system as needed (e.g., meeting with vendors, transporting supplies and/or equipment)
Ensure the facility consistently meets brand standards by maintaining a clean and professional environment at all times including routinely tidying common areas and resolving minor maintenance issues
Perform regular site audits and provide progress reports and plan of action to the Client Services Manager
Administrative Maintain the standard work records and confluence pages with updates as needed
Manage patient and clinician calendars by scheduling and canceling appointments
Send, receive, and distribute correspondence as directed. This could include travel to other sites
First point of contact for clients and staff via a multitude of communications
Navigate various electronic based tools for performing key responsibilities
Maintenance of appropriate confidentiality of all medical and business related records
Ensure standardization and operational effectiveness in handling client paperwork
Answers phones and handles calls in an efficient and friendly manner
Collections calls to delinquent accounts
Offering clients refreshments
First tier of support for client escalations fielded by Receptionists
Supports assistants ensuring highest level of patient satisfaction
Other Other duties as assigned by the Client Services Manager
Other clerical duties as assigned (creating reports, placing orders, data management, etc.)