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Clinic Operations Manager (New Bedford, MA)

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Clinic Operations Manager (New Bedford, MA)
New Bedford, MA
Clinic Operations Manager I 

Location: In office - New Bedford and Fall River, MA. Staff authorized to work remotely (based on business needs) are expected to work a minimum of 80% of the weekly work hours in the office/center. . 
Reports to: Lead Clinic Operations Manager 
Employee Type: Non-Exempt/Full time 
Classification: Corporate 
Provide administrative support and exceptional customer service to clients and staff in our physical office locations. 
  • Successfully onboard 90% plus of new hires on an ongoing basis 
  • Support regional clinical team members in daily service delivery activities to help achieve clinic goals (i.e. treatment hours, referral generation, contract fulfillment, staff retention, etc.)   

  • Drive new hire onboarding, including processing new hire paperwork, issuing company IT devices and confirming new hire clearances. 
  • Participate and contribute to weekly Clinic Pod meetings  
  • Produce and disseminate a monthly newsletter for the local office/clinic 
  • Answer phone inquiries and enter service referrals in the company systems 
  • Maintain office inventory with office supplies, clinical materials, PPE, etc. 
  • Maintain required paper-based clinical and operations files within each office  
  • Daily organization of information including scanning, filing and schedule management 
  • Assist Regional Clinical Managers and Regional Clinical Directors with their administrative needs 
  • Process staff terminations 
  • Other general office duties and maintenance tasks as assigned 
Minimum Education or Training Equivalent to: 
  • High school diploma and at least one year of office/administrative experience 
  • Must be able to travel between assigned offices (if applicable) and be present in assigned office(s) during operating hours of 8:30AM-5PM  
Special Qualifications (Skills, Abilities, Licenses): 
  • Strong written and oral communication skills 
  • Must exercise utmost diplomacy and tact to provide excellent customer service for clients 
  • Practice confidentiality and privacy protocols in accordance with company policies and HIPAA 
  • Extensive software skills are required including Microsoft Office [Word, Excel, PowerPoint, OneNote, Teams and SharePoint] 
  • Work under deadlines with frequent interruptions; and interact with managers, staff, clients, the public and others encountered in the course of work 
  • Ability to multi-task and prioritize work in constantly changing environment 
Physical Requirements: 
  • Regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to handle, feel or operate standard office equipment; reach with hands and arms; and lift to 10 pounds (100% of the time) 
  • Specific vision abilities required by this job include close vision, distance vision and the ability to 
    adjust focus. (100% of the time) 
  • Extended use of the computer and phone (100% of the time) 
Remote Work:  
Clinic Operations Managers are crucial to the culture and day-to-day operations of the local clinic and are expected to be present in clinic whenever new hire staff are required to be present in office. With that said, Clinic Operations Managers must have written authorization from their Senior Regional Clinical Director and Lead Clinic Operations Manager to work remote. Authorization to work remote is at the discretion of the Sr. RCD who will consider the operational and business needs of the region. In addition, staff approved to work remote may occasionally be required to work completely in-office/clinic during some work weeks as needed. 
The remote workdays for the COM should be planned and communicated to the local Clinic Pod ahead of time. Additionally, on planned remote workdays, Clinic Operations Managers may be required to make themselves available to clinical staff or clients in clinic with notice given the prior business day.  
Additional remote work details: 
  • The workweek for all full‐time regular employees is 40 hours, divided into 5 days, Monday through Friday, with employees scheduled to work 8 hours per day.  This is the same for employees working remotely. 
  • Remote workers must be available to their supervisors and co‐workers during core work hours. The core hours are between 8:00 a.m. and 5:00 p.m., Pacific Standard Time [or other time zone] 
  • Remote workers must be available to attend scheduled online or in-office meetings and participate in other required online or in-office activities as needed. 
  • Distractions such as TV, visitors, and social media should be avoided as if the employee were working in the office. Other members of the household should be aware of scheduled work time and instructed to minimize distractions during that time. 
  • For nonexempt employees, the remote worker will clock-in and clock-out daily, as well as for meal periods, through the electronic timekeeping system. In the event the electronic timekeeping system is down, the remote worker will record start and end times via email to the supervisor. In no event should a remote worker perform work off the clock without prior approval from their supervisor.  In addition to a meal period, employees must take required rest periods. 
  • If a remote worker incurs an injury arising out of the course and scope of the assigned job duties while working at home/office/alternate site, the workers' compensation provisions in place will apply. The remote worker must notify their manager as soon as practicable and complete all necessary and/or management-requested documents regarding the reported injury. 
  • The remote worker agrees to indemnify and hold The Stepping Stones Group harmless from any and all claims, actions, suits, procedures, costs, expenses, damages and liabilities, including attorney's fees brought by third parties including personal injury, accidents or illnesses (including death), and property loss arising from, but not limited to, their presence at the remote work location.  
  • All staff working remote must review, acknowledge, and adhere to SSG's Remote Work Policy.