This position is a critical member of the Clinic Leadership team and will collaborate with the Director, the Assistant Directors and the Patient Assistance Supervisor to ensure the continued professional operations of the Mental Health Clinic.
Responsibilities include providing senior-level supervision, serving as a central contact for all Clinic procedures, broad communication to Clinic staff and supervisors, and oversight of day to day operations. This position is charged with the creation and maintenance of a welcoming environment for patients, providers, staff, and management.
Supervisory Tasks (40%):
Responsible for the day to day operations of the Mental Health clinic.
Assembles data, prepares administrative reports, and supervises the business correspondence of the unit.
Advises and assists staff in implementing programs, including appropriateness of expenditures, policies and procedures.
Responds to patient complaints and customer problems (both internal and external) promptly, courteously, and in accordance with established policies and procedures and follows-up to ensure problem resolution.
Supervises patient assistance supervisor and MHC scheduling coordinator.
Screens, interviews and hires patient assistant applicants.
Participates in the training and orientation of new staff.
Works with the clinic director to utilize the staff efficiently and to develop their abilities and skills.
Conducts performance appraisals for supervisees and provides additional input and feedback regarding professional staff.
Assist with preparation, analysis and management of provider schedules to maximize clinic efficiency.
Ensures adherence to union rules for vacation and sick time for staff.
Ensures that staff comply with BH policies; communicates changes in policy or procedures.
Promote a safe, equitable, and respectful environment in which concerns can be addressed effectively.
Administrative Tasks ( 35%):
Serves as central contact for the Mental Health Clinic Leadership to forward new clinic procedures for implementation.
Serves as central contact for MHC Professional and Patient Assistance staff, other BH staff and for MHC patients for clinic policy, procedures and questions.
Communicates with Administration, Building Services, Patient Accounting, Quality Assurance, EHR, Medical Records and other BH departments.
Coordinates with MIS system support staff to implement procedures for program upgrades.
Coordinates MHC events or those events that are in collaboration with other areas of the University.
Participates in the MHC Leadership team to discuss clinic-wide issues.
Meets weekly with the Front Desk Team Leader to discuss front desk issues.
Attends weekly Mental Health Clinic staff meetings.
Analyzes and reports providers’ compliance with MH procedures that affect the functionality of record keeping and clinic procedure.
Participates in committees as appointed (e.g., Leadership).
Provides support to members of the Mental Health Clinic Leadership team regarding highly sensitive clinical and personnel issues.
Edits, types and proofreads clinic correspondence, documents, etc. (Knowledge of medical terminology may be utilized.)
Provides technological and administrative support for both the clinic and the Mental Health Clinic leadership team.
Responds to emails sent through BH’s general website that request Mental Health Information and provides proper follow up.
Assist with organizational compliance processes.
Budgetary Responsibilities (10%):
Assists in preparing the annual MHC clinic budget.
Overseas ordering of clinic equipment and supplies from BH and outside vendors.
Monitors submission of charges to third-party guarantors for payment.
Financial Tasks (10%):
Determines NOS/LC charges and billing holds.
Assists patients with insurance or billing problems.
Notifies patients regarding eligibility issues; e.g. No current Student Service Fees, discuss out of pocket expense options for patients.
Acts as departmental information source for patient accounting questions and procedures.
Notifies Patient Account regarding charge corrections or errors, billing holds and adjustments.
Miscellaneous Tasks: (5%)
Relieves Mental Health reception staff when necessary: e.g., making appointments, arriving patients, answering phones, receiving payments and accessing and/or sending patient messages through EHR.
Calls patients from bump list, or delegate tasks amongst all front desk staff positions.
Other duties as assigned.
Demonstrated commitment to promoting a culture that respects and advances diversity and inclusion.
Bachelor's degree in Business Administration or a related field and two years of administrative experience, or a combination of education and relevant administrative experience to total six years.
Experience in a clinical or health care office setting.
Experience as a supervisor or manager in a work setting.
Proficient in Word, Excel, PowerPoint, Google Suite applications, Zoom and other software systems.
Competent in use of Electronic Medical Record system.
Experience working with individuals from diverse racial, ethnic, and socioeconomic backgrounds.
Master degree in Business or Health Care field.
Previous experience in a mental health care setting
Experience in a related medical clerical position or an equivalent receptionist position with experience
Excellent customer service focus & skills.
Must have the ability to use independent judgment to perform a wide variety of tasks in a professional manner.
Strong communication and interpersonal skills.
Ability to prioritize, problem solve and multitask and perform in a high demanding environment.
Able to perform well under pressure and can handle multiple tasks at one time.
Excellent problem solving skills.
Previous experience with Point and Click Electronic Medical Record system.
Internal Number: 337936
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.