Southeast Psych is committed to helping transform lives by providing exceptional mental health services. We are a private group practice with offices in two states, and we are currently seeking a dynamic manager to lead our Southpark office administrative team.

The office manager ensures excellence and efficiency in administrative operations and client care, fosters collaboration among the administrative and clinical staff, and creates an environment in which the skills and experience of each team member are maximized. Additional responsibilities include recruiting and training administrative team members, supervising day-to-day office operations, providing hands-on support to the administrative staff, conducting performance reviews, and serving as the point person for facility management needs.

Vision Casting and Personnel Management

· Determine the optimal configuration of the administrative team to best support Southeast Psych’s mission and the practice values of Create, Adapt, Relate and Excel (CARE).

· Oversee the recruitment and hiring of all administrative staff for the SouthPark office.

· Train and mentor new administrative team members.

· Support the training of new clinical team members regarding the electronic health records system, administrative policies, and office procedures.

· Supervise all administrative staff; set the administrative team schedule; ensure job descriptions are accurate and complete; evaluate administrative team member performance; maintain all administrative personnel records.

· Ensure the administrative team follows all office policies and procedures.

· Develop and execute performance improvement plans and terminations, if necessary.

· Serve as the liaison between the SouthPark leadership team, clinicians, and administrative staff members, as well as coordinating administrative operations with the Ballantyne office.

General Client Care

· Support the check-in and check-out process; take payments, schedule follow-up appointments, and ensure open appointments are promptly filled from the wait list.

· Ensure phone calls are answered live or voice messages are quickly addressed.

· Support the intake process and ensure new clients are quickly matched and scheduled or referred for specialized services. Track fax referrals.

· Ensure required client paperwork is complete and up to date.

· Provide administrative support for group therapy promotion, registration, payment, and attendance.

· Serve as the initial point of contact for any crisis calls and help coordinate clinical care.

· Document and resolve client concerns in a manner that strengthens our relationship with the client, whenever possible.

Office Operations

· Serve as the practice point of contact for the electronic health records system, information technology support needs, maintenance of office equipment, and upkeep or repair of office spaces.

· Assist with purchases, including testing materials, snacks, and office supplies.

· Coordinate community-based inquiries and presentation requests.

· Assist with scheduling intra-office meetings; ensure holidays and special events are documented in clinician schedules; ensure clinician scheduling templates accurately reflect their availability.

· Provide general administrative support, including postage meter maintenance, mail distribution, inter-office shuttle, letters, faxes, reports and records requests.

· Ensure the accuracy and completeness of client portal information. Maintain the integrity of physical file handling and off-site storage. Oversee the annual client activity assessment and ensure inactive clients are correctly noted in the system.

· Oversee the organization and cleanliness of common areas and administrative spaces.

· Support the on-boarding process to include phone extensions, email addresses, business cards, keys and key cards, and clinical office set up.

· Helps coordinate administrative and finance team functions.

· Support clinicians and the leadership team with special projects and practice-wide communications.

Job Type: Full-time

Pay: $47,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Ability to commute/relocate:

• Charlotte, NC 28287: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Do you have work experience in mental health office administration?

Experience:

• Customer service (Required)

Work Location: In person

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