Assistant Client Services Manager at The Lorenz Clinic, LLC

Rosemount, Minnesota, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Mar, 26

Salary

0.0

Posted On

19 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Leadership, Communication, Team Management, Conflict Resolution, Customer Service, Problem Solving, Organizational Skills, Time Management, Coaching, Training, Administrative Skills, Confidentiality, Technology Proficiency, Social Justice Advocacy, Interpersonal Skills, Self-Motivation

Industry

Mental Health Care

Description

Description The Position Lorenz Clinic is known for its distinctive approach to child psychology that integrates developmental, relational, experiential, and trauma-informed models. While not psychotherapy, all aspects of client services are symbolic of the client's relationship to the clinic. This includes fulfilling the role of a Mental Health Receptionist while serving as the direct supervisor of our Mental Health Receptionists. The Assistant Client Services Manager is responsible for managing the daily, non-clinical operations of the group practice related to facilities and support staff supervision. The Assistant Client Services Manager must effectively implement and carry out administrative policies and procedures and be responsible to the Client Services Manager for the following job duties: Key Responsibilities The Assistant Client Services Manager will provide support in the following areas: Leadership & Development Working closely with leadership to support practice tasks and initiatives, as well as ensure excellent communication up, laterally and down the organizational chain at all times In all actions, embodying and modeling spirit of social justice and collegiality Demonstrate professional advocacy for program and site processes and recommended improvements Address problems of diverse scope and demonstrate good judgment in selecting methods and techniques for obtaining solutions Provide a high level of support to all departments and members of the organization (e.g., addressing technology issues) Study and understand all programs and plans that have been adopted by clinic leadership Serve as a cultural leader; project a competent, professional, caring image to clinic visitors and the public Staff Management Fosters a team environment, ensuring appropriate communication between departments Fully responsible for all aspects of support staff employment and performance, including interviewing, hiring, discipline, reviews, motivation, coaching, and training. Participates in networking and candidate sourcing to fill open positions Maintains an appropriate and sufficient level of staffing at assigned site(s) based on business needs Creates staff schedules based on business and client needs Ability to flex work schedule based on business needs Observe daily operations and identify areas where modifications of policies and procedures will improve patient care, safety, and efficiency Ensure all support services adhere to the highest level of customer service Provide time and space for routine education & training to ensure consistent processes across all practices. Provide time and space for routine individual & staff meetings to build a cohesive team. Facilities Adhere to a budget for purchasing, keeping inventory of equipment and supplies Make general site repairs and work closely with building management to ensure facilities are safe and site repairs are timely (e.g., changing light bulbs, etc.) Monitor vendor services and be present for onsite issues across the clinic system as needed (e.g., meeting with vendors, transporting supplies and/or equipment) Ensure the facility consistently meets brand standards by maintaining a clean and professional environment at all times including routinely tidying common areas and resolving minor maintenance issues Perform regular site audits and provide progress reports and plan of action to the Client Services Manager Administrative Maintain the standard work records and confluence pages with updates as needed Manage patient and clinician calendars by scheduling and canceling appointments Send, receive, and distribute correspondence as directed. This could include travel to other sites First point of contact for clients and staff via a multitude of communications Navigate various electronic based tools for performing key responsibilities Maintenance of appropriate confidentiality of all medical and business related records Ensure standardization and operational effectiveness in handling client paperwork Answers phones and handles calls in an efficient and friendly manner Collections calls to delinquent accounts Offering clients refreshments First tier of support for client escalations fielded by Receptionists Supports assistants ensuring highest level of patient satisfaction Other Other duties as assigned by the Client Services Manager Other clerical duties as assigned (creating reports, placing orders, data management, etc.) Requirements Qualifications Associate or bachelor’s degree or 2-4 years’ full time work experience (in a professional office, hospitality, retail, banking, or medical) (required) AND either 1 year of people management or 1-3 years of leadership experience. (required) Well-organized and reliable. Self-motivated and capable of working independently as well as part of a team. Ability to analyze processes and information, identify problems and trends, and develop effective solutions and strategies. Excellent communication, leadership, coaching, and conflict resolution skills. Trustworthy; maintain patient confidentiality and team ethics. Overt commitment to social justice Excellent written and verbal communication skills Self-motivated, self-starting work style, capable of working independently as well as part of a team Ability to initiate and maintain self-organizational systems to ensure job tasks are completed as expected (e.g., calendar of tasks/responsibilities, etc.) Perfect interpersonal boundaries Trustworthiness in handling sensitive information (with special preference given to candidates with HIPAA compliance knowledge and training) Proficiency with Microsoft Office applications Reliable transportation with the ability to travel to any of our clinic locations Reliable and dependable attendance Schedule flexibility as needed Ability to sit for long periods of time Ability to operate computer software for 90% of the job Benefits of joining our practice: We do for clinicians so that they can do for their clients. We know that taking care of our people translates into good clinical practice and client care. Join a group that understands parallel process. Medical, Vision, Dental, & Life Insurance 401(k) with Company Match Short & Long Term Disability Up to 12 weeks Parental Leave Paid Holidays Paid Time Off Lorenz Clinic is proudly committed to recruiting and retaining a diverse and inclusive workforce. We are an Equal Employment Opportunity/Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law. Offers of employment are conditional and contingent upon successful clearance of all background checks.

Responsibilities

The Assistant Client Services Manager oversees daily non-clinical operations and supervises support staff while ensuring effective communication and adherence to policies. They are responsible for staff management, facilities maintenance, and administrative tasks to enhance patient care and operational efficiency.