Lead Front Office Manager in Denver, CO at Mental Health Center of Denver

Date Posted: 5/28/2019

Job Snapshot

Job Description

POSITION SUMMARY: Collaborate with leadership and Program Manager(s) to provide for the overall office and administrative functioning of the clinic. Coordinate office functions and supervise administrative and clerical support positions in support of clinic operations. Work on special projects assigned by Program Manager(s) in charge of clinic and/or teams at a site. Assist Program Manager(s) in all aspects of job as needed. Oversee the front office managers are various locations within the department of child and family.

ESSENTIAL JOB FUNCTIONS:

  1. Hire, evaluate, supervise, and assign duties for administrative staff including Front Office Managers, Administrative Assistants, and Front Office Assistants.
  2. Serve as liaison between Program Managers and Front Office Managers.
  3. Implement revenue cycle processes for Child and Family Services.
  4. Provide for coordination of clinic and program needs. Perform a variety of administrative duties in order to ensure the smooth running of the clinic.
  5. Organize, compose, and produce confidential letters, memoranda, reports, and other documents for the Program Manager(s).
  6. Collect program data and maintain data base systems; may be required to sort, provide basic analysis, and report data for internal and/or external usage.
  7. Maintain room reservations and schedule groups and meetings.
  8. Compose minutes at designated meetings; prepare and distribute as appropriate.
  9. Coordinate and facilitate support staff meetings, team meetings, and trainings
  10. Receive and screen clinic and managerial telephone communications.
  11. Provide front desk coverage: Schedule consumer appointments with psychiatrists, nurses, and other clinical staff. Collect co-pays if applicable. Input and extract data from the appointment scheduling system.
  12. Provide support to Health Information Systems Management team by preparing and organizing documents for consumer medical records. With all consumer information, take proactive steps to ensure accuracy of records and confidentiality.
  13. Coordinate the maintenance of other filing systems, databases, and perform data retrieval for staff information.
  14. Prepare and coordinate outgoing mail.
  15. Coordinate and assist in planning of events that contribute to the Wellness Culture.
  16. Assist in new staff orientation, training, and office arrangements
  17. Manage petty cash and team bank accounts as needed
  18. Provide support to staff and consumers in emergency situations
  19. Track and register Child and Family staff working to become a Certified Addiction Counselor
  20. Provide staff supervision to those directly supervising Along with site visits to the other Child and Family locations.
  21. Perform other duties as assigned, based on individual site/Program Manager(s) needs.

Job Requirements

EDUCATION: High School Diploma or equivalent, some college preferred.

EXPERIENCE: Minimum of two years Administrative Assistant experience. Supervisory and/or Human service/medical background preferred.

SKILLS AND COMPETENCIES:

  • Proficiency with word processing (60 wpm input speed) and computer spreadsheets (Microsoft Office Suite preferred with an emphasis on Word, Excel, and SharePoint).
  • Must also develop proficiency in Electronic Medical Record systems.
  • Strong organizational skills, knowledge of grammar, spelling, punctuation and word definitions.
  • Ability to supervise and direct others in a positive and straightforward manner, using effective verbal and written communication.

SUPERVISORY RESPONSIBILITIES: Provide matrix management for Front Office Managers. Complete catalytic coaching and one-on-one supervision to Front Office Managers, Administrative Assistants, and Front Office Assistants.

MACHINES AND EQUIPMENT TO BE USED: Computers, calculators, fax machines, copiers, telephone and a variety of other office/clerical equipment.

TYPICAL PHYSICAL DEMANDS: Requires sitting, standing, bending and reaching. May require lifting up to 50 pounds.   Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, the telephone and other office and/or clinical equipment.

WORKING CONDITIONS: May require occasional evening or weekend hours.

 

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