Assistant Psychiatric Practice Manager

Coastal Horizons Center•Wilmington, NC

2d•Hybrid

About The Position

The Assistant Psychiatric Practice Manager provides non-clinical operational and administrative support to the Psychiatric Practice Manager to ensure the efficient daily functioning of outpatient psychiatric and Opioid Treatment Program (OTP) services. This position focuses on clinic operations, staffing coordination, workflow implementation, adequate provider coverage, documentation processes, and regulatory support. This position will assist the Practice Manager to oversee psychiatric operations across multiple sites in multiple counties, including telemedicine delivery. Responsible for balancing responsibilities in a fast-paced environment to successfully ensure operational and fiscal success of the practice. Responsible for assisting to manage the operational functions, activities, and projects for the practice. The Assistant Practice Manager does not provide clinical care, make medication decisions, or perform dispensing functions.

Requirements

Bachelor’s degree in healthcare administration, business, or related field preferred
Minimum of two (2) years’ experience in a medical, behavioral health, or substance use treatment or clinic setting
Working knowledge of medical and/or behavioral health terminology
Prior experience supporting clinic operations or staffing coordination required
Experience in OTP or similarly regulated healthcare environments preferred
Proficiency with EMR systems and Microsoft Office applications
Excellent written and oral communication skills
Critical thinking and problem-solving skills
Ability to appropriately and assertively interact with and monitor patient behavior.
Ability to understand and carry out oral and written instructions from supervisor(s).
Ability to adhere to a given work schedule.
Ability to work independently.
Strong interpersonal communication skills; ability to develop and maintain professional boundaries and to interact effectively with patients and staff.
Strong organization skills; attention to detail; ability to develop, organize and maintain schedules.
Knowledge and comfort in working with patient population.
Able to work with intermediate computer skills with multiple software and hardware products.
Ability to multitask.
Ability to network and coordinate efforts between treatment, medical, and other support systems for the patients.
Knowledge of medical terminology and HIPAA regulations.
Ability to use basic knowledge of correct English usage, spelling and punctuation.
Ability to work well within a team environment by offering and accepting honest and constructive feedback, supporting team and organizational goals.
Ability to interact and communicate with a variety of people, both on a one-on-one basis and in meetings and group presentations; must be able to relate to and work with ill, emotionally upset, and sometimes hostile people.
Must be able to physically perform the basic life operational functions of climbing, stooping, crouching, reaching, pushing, pulling, lifting, standing, walking, fingering, grasping, talking, and hearing.
Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently to lift objects.
Must possess the visual acuity to perform extensive reading and determine the accuracy of work assigned.

Responsibilities

Supports day-to-day clinic operations to promote efficient patient flow
Monitors schedules, appointment utilization, and staffing coverage
Assists with implementation and maintenance of standardized workflows
Identifies operational barriers and escalates issues appropriately
Assists with onboarding, orientation, and operational training of staff
Provides daily administrative guidance to staff
Assists with staff scheduling, coverage coordination, and time-off tracking
Supports performance documentation at the direction of the Practice Manager
Supports compliance with SAMHSA, DEA, NC DHHS, agency OTP and other regulatory policies
Assists with audit preparedness and regulatory documentation tracking
Supports documentation workflows in accordance with HIPAA and 42 CFR Part 2
Tracks required staff trainings, certifications, and competencies for OTP support roles
Supports diversion-prevention workflows and escalation procedures (non-clinical)
Coordinates with Facilities, IT, and leadership to support clinic readiness
Uses attention to detail and accuracy.
Ensures standards of quality delivery of medical services and infection control.
Assists with patient flow and monitors activity in and around the facilities.
May be exposed to human body fluids and is subject to the OSHA requirements on blood borne pathogens.