Clinic Operations Manager
The Stepping Stones Group

                                                                   Clinic Operations Manager I

Location: Thousand Oaks, CA- 80% time minimum in clinic
Reports to: Lead Clinic Operations Manager
Employee Type: Non-Exempt/Full time
Classification: Corporate

Mission:

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

Outcomes:
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.)


Responsibilities:

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
requirements
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 Policy:

Clinic Operations Managers are crucial to the culture and day-to-day operations of the local clinic and is expected to be present in clinic whenever new hire staff are required to be present in office. With that said, Clinic Operations Managers will have prior approval work from home permission determined by their Senior Regional Clinical Director and Lead Clinic Operations Manager. 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. The remote work allowance is subject to change based on business need of the local clinic.