The Administrative Support Manager at Northern Tier Counseling plays a key role in ensuring efficient daily operations, managing administrative staff, and supporting clinical staff in an outpatient mental health clinic setting. This position is responsible for overseeing administrative functions, including patient scheduling, record-keeping, billing, compliance, and front-office operations, to ensure smooth workflow and exceptional service delivery. The Administrative Manager will also coordinate office policies, manage budgetary requirements, and serve as a liaison between administrative and clinical teams.Key Responsibilities:1. Office Management and Operations
- Oversee the day-to-day administrative operations of the clinic, ensuring smooth patient flow and efficient scheduling.
- Supervise front-desk operations, including patient check-in/out, appointment scheduling, and client communications.
- Develop and implement office policies and procedures, ensuring adherence to compliance and privacy regulations.
- Coordinate office supplies, equipment maintenance, and vendor relations.
- Ensure that the clinic environment remains organized, safe, and welcoming.
2. Staff Supervision and Development
- Recruit, train, and supervise administrative staff, conducting regular performance evaluations and offering constructive feedback.
- Coordinate staff schedules, ensuring adequate coverage during clinic hours.
- Foster a collaborative, patient-centered, and high-performance work environment.
- Facilitate staff meetings to communicate updates, policies, and procedures.
3. Financial Management and Budgeting
- Oversee billing, coding, and collections processes in collaboration with the billing department or third-party billing services.
- Monitor accounts receivable, ensuring timely collection of payments and resolution of billing issues.
- Prepare and monitor the clinic's administrative budget, identifying cost-saving opportunities without compromising service quality.
- Audit and approve administrative staff department's timesheets.
4. Compliance and Regulatory Standards
- Ensure clinic compliance with all local, state, and federal regulations, including HIPAA, OSHA, and applicable mental health standards.
- Regularly review and update clinic policies to align with best practices and compliance standards.
- Serve as the primary point of contact for audits and inspections, preparing necessary documentation and reports.
5. Data and Reporting
- Oversee the maintenance of accurate patient records and databases, ensuring proper documentation and data security.
- Compile and analyze administrative performance metrics, including appointment adherence, patient wait times, and satisfaction levels.
- Provide regular reports to program managers, staffing needs, and patient feedback to clinic leadership.
6. Patient Relations and Service
- Manage patient inquiries, complaints, and feedback, ensuring that patients receive timely and respectful communication.
- Work closely with clinical staff to address patient care needs, schedule changes, and support required for patient treatment plans.
- Develop initiatives to improve patient satisfaction and streamline service delivery.
RequirementsEducation: Bachelor's degree and/or equivalent education, experience and training in business administration, or a related field preferred. Experience: Minimum of 3-5 years in an administrative or office management role, preferably within a healthcare or mental health setting.
- Skills:
- Strong leadership and team-building abilities.
- Proficiency in Microsoft Office Suite and clinic management software (e.g., EMR/EHR systems).
- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Knowledge of healthcare regulations, HIPAA compliance, and billing procedures.
Working Conditions:
- This position requires on-site work with typical office hours, although flexibility may be necessary based on clinic needs.