We are currently seeking a Full-Time Administrative Site Lead at our Madison, WI location!

The Administrative Site Lead insures a efficiently operating clinic site and is principally responsible for managing phones, registration, and a small administrative staff team, etc. Patient centered care drives the value of excellent “customer service” and optimal relations with all stakeholders.

The Administrative Site Lead will manage a small clinic location, with room to grow - managing a staff of 2-3 individuals. Starting off, this clinic location will not offer every NAL service.

Nystrom & Associates, Ltd. is an agency consisting of a team of mental health professionals that specialize in psychiatric evaluations, clinical social work, and family therapy. We are committed to helping patients in our community who are experiencing personal, emotional, marriage, family or psychological problems.

Job Duties:

1. Supervise Site Staff

• Manage administrative site staff and schedules
• New Front Office Associate orientation and training as needed
• Ensure staff are productive, efficient, and following proper workflows and procedures
• Lead administrative staff trainings and clinic meetings in conjunction with Clinical Site Director
• Fill in as needed to cover shifts
• Interview potential new staff and give timely job performance reviews
• Address any staff performance issues
• Manage payroll and time-off requests, ensuring suitable clinic coverage when needed

2. Building Maintenance

• Responsible for keeping office space clean and orderly
• Communicate with janitorial/building management to discuss issues as needed
• Ensure site upkeep and audit to ensure functional equipment/furniture
• Keep site stocked with supplies and submit supply orders as needed

3. Patient Care

• Handle difficult calls and patient complaints in a timely fashion
• Maintain excellent quality in customer care

4. Collaboration with Clinic Site Director

• Office orientation for all new clinical providers (CB, OP, Psychiatry, etc.)
• Work with Clinical Director on clinical staff performance issues
• Follow up with OP clinicians regarding treatment plans, insurance authorizations, timely billing, and patient check-outs as directed by Operations
• Trouble shoot technical issues for staff or triage to IT

5. Miscellaneous

• Attend regular management trainings as directed by Operations
• Drug Rep. liaison (coordinate on-site lunches, secure supplies, and manage medication samples per Sample Medication Policy & Procedure)
• Create and distribute memos promptly
• Other projects management may assign from time-to-time (i.e. mailings, etc.)
• Complete and submit reports to key administrative staff
• Create and update all provider schedules
• Plan and coordinate site picnics and luncheons

Qualifications:

HOURS:

Must be available to work 40 office hours per week, with general daytime hours Monday through Friday.

Benefits:

Nystrom & Associates, Ltd. prides itself on the benefits and compensation offered to staff, including:

• Medical & Dental insurance

• Opportunities for professional growth and career advancement

• Health Savings Account (HSA)

• Flexible Spending Account (FSA) for applicable medical and dependent care expenses

• Paid Time Off (PTO)

• Paid Holidays

• 401(K) Retirement Plan with a generous employer matching program

• Supplemental insurances, such as short term disability, cancer insurance, and accident insurance

keywords: Behavioral healthcare, mental healthcare, customer service, front desk, receptionist, clinic receptionist, clinic representative, office coordinator