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Clinic Operations Administrator

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Job Description

Clinic Operations Administrator  

Location: In office
Reports to: Lead Clinic Operations Manager and Local Clinic Operations Manager
Employee Type: Full time 
Classification: Corporate 

Mission: 
Provide administrative support and exceptional customer service to clients and staff in our physical office locations. 


Responsibilities: 
  • Assist with new hire onboarding and training, including processing new hire paperwork, issuing company IT devices, creating and disseminating new hire folders, and assisting with video conference set up and troubleshooting. 
  • Answer phone inquiries and enter service referrals in the company systems.
  • Maintain office inventory with office supplies, clinical materials, PPE, etc. and communicate order needs with Clinic Operations Manager. 
  • Replenish PPE stations and make sure cleaning sprays available.
  • Assist with monitoring eFaxs and sending to the appropriate staff.
  • Maintain required paper-based clinical and operations files within each office. 
  • Daily organization of information including scanning, filing and distribution to appropriate team members. 
  • Organize toy closet and/or clinic treatment rooms, including throwing out toys that are or missing parts and sanitizing toys. 
  • 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 or as agreed upon with Lead Clinic Operations Manager (i.e for part time staff)
 
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 
    requirements 
  • Basic software skills are required including Microsoft Office  
  • 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) 


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