Administrative Manager

We don't just have a mission statement…we have a mission.

At Oakland Psychological Clinic, P.C. (OPC), our commitment to optimal mental health and steadfast support isn't just for our clients; it extends to every team member.

We're seeking a Full-Time, Administrative Manager for our Troy, MI location.

The Administrative Manager is responsible for managing administrative operations at all clinic sites, including direct supervision of all site Office Managers and billing departments and indirect supervision of the support staff at the clinics. Maintains responsibility for administering several staff functions, including Quality Improvement, Training, Safety/Risk Management, and Infection Control. Along with the Corporate Compliance Officer, is responsible for compliance with CARF, BCBS, and State of Michigan standards and regulatory guidelines.

Schedule: Monday - Friday, 9:00 am - 5:30 pm

Compensation: The pay range for this position is $60,000 - $80,000. Pay is based on several factors, including but not limited to education, work experience, licensure/certifications, etc.

Requirements:

• Minimum of three years of supervisory experience
• Three to five years of experience in the outpatient mental health and substance abuse healthcare delivery system, including administration
• Business degree preferred
• Strong written and verbal communication skills
• Knowledge of CARF and state regulatory standards; knowledge of federal and state employment laws; knowledge of life safety code; ability to supervise others
• Ability to interact with clinical staff, support staff, administrative staff, and community members in a positive manner
• Ability to travel between clinics in the Detroit metro area

Job Duties:

Financial Team Member:

• Works with the Regional Operations Director to determine pay scales and raises
• Works with the Management Team in completing primary expense analysis for clinic purchases
• Works with the Regional Operations Director and Financial Director to develop policy for fiscal control, as requested
• Helps identify problems or improvement opportunities within the clinic related to financial use/waste
• Meets with the billing departments regularly to guarantee smooth operations flow and improve the billing system and receivables
• Approve payroll of direct reports through the payroll system

Management:

• Supervises and trains Office Managers to encourage efficient operation
• Supervises training of all new support staff
• Oversees daily operations of all support staff
• Develops, implements, and monitors uniform functions of the front office staff members to optimize efficiency
• Attends and coordinates with the Executive Committee, Process Improvement Group Meetings, and Clinical Standards and Practice Meetings, as needed
• Investigate and monitor all complaints and incidents to ensure appropriate follow-up and take necessary action to reduce corporation liability.
• Orients new clinical and support staff members to financial recipient rights, organizational policies & procedures, and safety procedures
• Acts as backup to Administrative Assistant in taking meeting minutes
• Delegates assignments and follow-up through completion
• Completes evaluations/reviews on all Office Managers
• Mediates inter-departmental concerns
• Works with Human Resources regarding staffing needs, training issues, terminations, and employee relations
• Works with the Administrative team in preparing for all audits
• Keeps Regional Operations Director abreast of all significant developments in the clinic. Conducts regular Office Manager meetings

Administrative Responsibilities:

• Represent support staff on the Peer Utilization Review Committee, as requested by the Executive Director
• May aid in quality improvement: develops and maintains the organization-wide monitoring and evaluation program
• Coordinates surveys, data collection, client satisfaction, and outcome measures
• Reports are generated, and goals are set for implementing the process improvement function. (If needed*)
• Develop long and short-term objectives with the Regional Operations Director to ensure that facilities are maintained and improved.
• Promotes quality care, customer service, and a productive, efficient, and caring staff.
• Supervises the day-to-day operations
• Works with the Management Team to monitor, evaluate, and determine developmental opportunities
• Assists in the development and refinement of clinic policy and procedures
• Works within the community and with community leaders to discuss and determine needs within the community
• Participates in Executive meetings and Clinical Staff meetings as needed
• Oversee office assignments, ensuring space utilization optimization
• Participation in Community Advisory Board Meetings
• Compile monthly productivity reports
• Oversight of the medical records process/staff in compliance with HIPAA and accreditation standards
• Aids in oversight of marketing activities
• Initiates marketing when time permits
• Train all staff on issues regarding rights
• Point of contact for client concerns and complaints

Safety Officer:

• Train all staff on issues regarding safety
• Process all safety violations. Complete Safety Inspection Checklists as required
• Chair monthly Safety Committee meetings
• Complete clinic safety drills as required
• Critical Incident Report Management
• Report any liability issues to the Corporate Compliance Officer and ensure identified physical plant and therapeutic environment deficiencies are addressed

Third-Party & Medical Records:

• Compliance Aids CCO/BD in compliance with standards such as CARF, HIPAA, BCBS, other 3rd party payors, and State Licensing
• Participates in survey audit activity regarding accreditation and third parties
• Promotes safeguards for medical records, computer systems, and electronic communication, per HIPAA
• Maintains Risk Management program

Electronic Medical Records:

• Champion for all EMR systems
• Provide training for clinical and non-clinical staff for all systems
• Liaison and point of contact with EMR companies
• Liaison and point of contact for staff EMR concerns and questions

Work Ethic:

• Takes the initiative
• Takes pride in work
• Strives for quality
• Prioritizes Effectively
• Effective listener and communicator
• Team Player

P.I. Responsibilities:

• Demonstrates knowledge of performance improvement process
• Practice and actions reflect P.I. commitment
• Follows policies and procedures
• Understands and follows safety policies and procedures
• Demonstrates knowledge of role in fire drills and other disaster drills
• Follows organizational policy and procedures on the use of universal precautions
• Maintains current CPR certification
• Demonstrates knowledge of policies concerning client rights and confidentiality
• Demonstrates knowledge of policies & procedures regarding organizational ethics and acts ethically
• Seeks timely & appropriate supervision from supervisors or peers

Advantages:

• Health, Vision, and Dental insurance
• Voluntary Supplemental Insurance
• 401(k)
• Paid Time Off (PTO)
• Paid Holidays

About Oakland Psychological Clinic

Oakland Psychological Clinic, P.C. (OPC) is an outpatient mental health and chemical dependency clinic with eight convenient locations in Southeastern Michigan. It serves children, adolescents, adults, couples, families, and older people. The company was founded by Barry Tigay, Ph.D., in 1983. Dr. Tigay received his Ph.D. in clinical psychology from Wayne State University in 1977 and interned at Lafayette Clinic in Detroit. Before founding OPC, he was President of Psychological Resources Inc. in Bloomfield Hills, Michigan.

Oakland Psychological Clinic, P.C. (OPC) was established to serve the mental health needs of a diverse population base in southeastern Michigan and to respond to changes in the the nation's healthcare delivery system. Insurance companies and employers have begun to contract with more extensive, multidisciplinary practices to meet stringent quality standards and improve access to care. OPC offers healthcare consumer choices. Patients have options in location, therapists, professional orientation, time, and appointment day. A wide variety of mental health counseling services are available at OPC.

Oakland Psychological Clinic, P.C. (OPC) is a proud Refresh Mental Health network member. Refresh provides outstanding operational support, infrastructure, and resources to allow clinicians to focus on what they do best — providing exemplary care to clients. This partnership will enable us to offer additional help and operational support while maintaining our local identity and leadership.

Refresh Mental Health is an Equal Opportunity Employer that values a diverse workplace. We are committed to building a team that is inclusive of all people, including those of LGBTQIA+ communities, members of all ethnic groups, people with disabilities and medical conditions, foreign-born residents, and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Refresh is also committed to compliance with all fair employment practices regarding citizenship and immigration status.