Regional Office Manager (Medical)

Neuro Wellness Spa is recruiting a Regional Office Manager for a full-time position to support it's offices: with locations in Manhattan Beach, Torrance, Santa Monica, Beverly Hills, Westlake Village, Long Beach, Marina Del Rey and Encino.

Since 2009, Neuro Wellness Spa’s dedicated, knowledgeable and compassionate team has worked to ensure our patients receive the highest quality, most comprehensive mental healthcare possible. As a premier provider of rTMS, Spravato Ketamine therapy and psychopharmacology, Neuro Wellness Spa continues to expand throughout Southern California.

WEBSITE:

www.neurowellnessspa.com

JOB DESCRPTION:

We are currently seeking a highly-organized, friendly and knowledgeable person with previous experience working in medical Office Manager role. With access to renowned amenities of California, this full-time position offers competitive hourly compensation as well as the opportunity to support a team of experienced clinicians dedicated to exceptional patient care.

The ideal candidate is highly organized, who puts our patients at ease and enjoys building relationships with the team.

JOB DUTIES:

Clinical protocols

• Oversight and ensured maintenance of current clinical protocols e.g. TMS patient forms and workflow, medical clearance letters, clinical initiatives, consistent outreach to outside MDs/therapists, patient testimonials, patient recalls, mail/faxes, power outage protocol, pregnancy clearance, data gathering/entry, etc
• Updating and maintaining clinical binders and shared google drive

New hires

• Creating training schedule/orientation for new hires
• Assist with mentoring, monitoring and training new staff

Scheduling and Staffing Models

• Fully cross-trained as a front office admin and TMS Tech
• Keeps a record of staff vacation requests and assists with identifying coverage
• Monitor the lead tech as they track time off requests including vacation requests, sick days, emergencies etc.
• Organizes clinician planned/emergent coverage and covers for emergent tech/office admin absences

Quality of clinical professionals and work

• Appraising performance by co-conducting performance reviews of clinical staff
• Planning and facilitating clinical staff professional development including drug rep lunches, CPR certifications and safety training

Clinical compliance

• Monitoring clinical standards e.g. compliance of clinical notes (signed and locked), CBS/Tempus testing, clinical initiatives, end of TMS checklist
• Monitoring patient experience

Legal compliance

• Maintaining legal and COVID compliance requirements including:
• Monitoring temp log, mask use etc.
• Obtaining practice management certifications
• Ensuring all federal and state laws and guidelines are followed (eg OSHA, CLIA, HIPAA, FMLA)
• Maintaining current licensures and CPR for clinical staff
• Ensuring medical records are properly stored and released

Physical building and supply chain

• Monitoring all sites to facilitate cleanliness, safety maintenance (fire extinguisher, AED device, O2), improvements, etc.
• Purchasing supplies
• Exploring competitive pricing for supplies and external vendors
• TMS device servicing and maintenance

Advancements/improvements

• Recommend and initiate novel improvements/advancements for improved office efficien

Job Type: Full-time

Pay: $85,000.00 - $105,000.00 per year

Benefits:

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

Schedule:

• Monday to Friday

Application Question(s):

• What operational experience do you have?

Education:

• Master's (Required)

Experience:

• Healthcare management: 3 years (Required)
• EMR systems: 2 years (Required)
• Medical office: 3 years (Required)
• Psychiatry: 1 year (Preferred)
• Operations management: 3 years (Required)
• Microsoft Office: 3 years (Required)

Language:

• Spanish (Preferred)

Willingness to travel:

• 75% (Preferred)

Work Location: On the road