Office Manager

Covenant Family Solutions LLC; Niagara Falls; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a proactive Office Manager to lead administrative operations within a dynamic clinic environment. This role is pivotal in ensuring smooth office functionality, from managing schedules to overseeing training for new staff. You'll engage with clients and teams, ensuring compliance with administrative protocols while maintaining meticulous attention to detail. If you're passionate about healthcare administration and thrive in a collaborative setting, this position offers a fantastic opportunity to make a significant impact in the community.

Qualifications

• Minimum two years of administrative experience in the medical field.
• Leadership or supervisor experience preferred.

Responsibilities

• Assist in facilitating site meetings and developing training plans.
• Performance management of direct reports and scheduling clients.
• Ensure informed consents are up to date and audit files.

Skills

Customer service

Excellent communication skills

Meticulous attention to detail

Ability to work with multiple teams

Facilitate Meetings

Handling of confidential and time sensitive information

MS Office Advanced

Education

Bachelor's degree in healthcare administration

Proficient in Microsoft Office 365

Tools

MS Excel

Job description

The Office Manager is a leader within the clinic who ensures the office operates smoothly and professionally. Work hours are 8 am until 4:30 p.m. No weekends.

Job Responsibilities:

• Assist in facilitating the site meeting with the Senior Clinician.
• Assist in developing training plans and assist in training new Administrative Assistants.
• Interview Administrative Assistant.
• Performance management of direct reports including completion of performance reviews.
• Approve PTO and approve Time Sheets.
• E-Filing involuntary committal paperwork with the courts.
• Provide clients with community resource information.
• Schedule Lunch and Learns.
• Responsible for all job responsibilities of an Administrative Assistant as described in the corresponding job description.
• Complete and schedule initial Med Management and Therapy intakes.
• Scheduling and rescheduling of clinic clients.
• Ensure all Informed Consents are up to date, signed and scanned into the client file. This may entail discussing the Informed Consent with the client before the client voices understanding and signs.
• Ownership of the waitlist which includes scheduling clients with initial intake and ensuring all information in InSync is correct and intake forms have been signed.
• Per provider request send out client discharge, late cancel, and no-show letters.
• Assist providers with completing social security administration/disability form.
• Audit files with the assistance of the Senior Clinician.
• Running clinic specific reports such as, but not limited to:
  • Run batch eligibility daily to ensure insurance is verified.
  • Encounter report to check for encounter notes that have not been completed.
  • Active client list for each provider to identify clients that need to be scheduled or discharged.
  • Online payment log to verify accurate credit card information is on file and if not contact the client to receive correct information.

• Assist and track clinic quarterly goals.
• Ensure clinic is meeting their productivity/capacity expectations with assistance from the Senior Clinician.
• Help establish emergency procedures for the clinic.
• Maintain office supply list and complete order (toiletries, paper towels, utensils, plates, cups, copy paper, pens, etc.).
• Completing purchase request for clinic needs like furniture.
• Communication with clinic landlord as needed for maintenance on the building, snow removal, etc.
• Checking and distributing mail daily.
• Enter weekly encounter numbers of providers sessions into spreadsheet.
• Assist with regional phones as needed or when other administrative assistants are unavailable.
• Participate in meetings which can include monthly leadership meetings, weekly site meetings, administrative meetings, individual meetings with Senior Clinician.

Requirements:

Competencies/Qualifications (Knowledge, Skills, and Abilities):

• Customer service
• Ability to work with multiple teams
• Facilitate Meetings
• Handling of confidential and time sensitive information
• Excellent communication skills
• Meticulous attention to detail
• MS Office Advanced; specifically, MS Excel

Education:

• Bachelor's degree in healthcare administration or related/relevant field preferred.
• Proficient in all Microsoft Office 365 products.

Experience:

• Minimum two years of administrative experience in the medical field, behavioral health preferred.
• Leadership or supervisor experience preferred.

Other Condition:

• Must be willing to travel as often as needed.
• Authorized to work in the US.

Equal opportunity employer.

Covenant Family Solutions conducts background and refernces checks on all persons being offered employment.