Administrative Lead
OVERVIEW
Located in Newton, MA, Five Journeys® is a six-year old company that’s just getting started! Even though we’ve enjoyed great growth for many years, we consider ourselves to be a startup company. Our specialities include functional medicine, longevity, wellness, and peak performance. We focus on the root causes of problems, not just treating the symptoms. Our medical providers include Registered Nurses, Registered Dieticians, Nurse Practitioners, and Medical Doctors.
We place great value on culture. We want teammates who are vibrant, exceptional with people, hungry to learn and win as a team, and love building systems and processes. We value relationships, working hard, and playing hard. We have too much energy and vibrancy to be boring; we simply don’t do “blah.” You need to be technically adept, administratively organized, and thrive interacting with people while providing exceptional customer service.
JOB SUMMARY
Administrative Lead plays the integral role of day-to-day office/administrative coordination, referral processing and client scheduling. The Administrative Lead works with the Office Manager in developing and continuously improving policies/practices/training for the administrative team, overseeing client flow, scheduling, and all non-clinical operations of the office.
This position requires knowledge and skills in business office management, or the willingness and capacity to rapidly develop such knowledge and skills.
Attention to detail, organizational skills, an ability to track multiple demands, interpersonal skills, team leadership skills, and customer service skills are required.
RESPONSIBILITIES
- Identifies, coordinates and assigns daily tasks/duties among the administrative team, including:
- Monitoring of incoming service requests, and delegating/coordinating needed follow-up actions.
- Developing, implementing, and monitoring systems to ensure relevant client forms and service authorizations have been completed prior to service.
- Models front-end communication procedures with clients/families, community partners, and referring providers.
- Client communications.
- With the support of the administrative team, provides information about the available 5J services, fees, and logistics to interested parties or per Provider recommendations
- With the support of the administrative team, responds promptly to inquiries regarding service availability, scheduling/appointments, and other patient/client questions.
- Processes initial referral/service requests in accordance with clinic policies and practices.
- Maintains positive working relationships with all community partners requesting information about services.
- With the support of the administrative team, ensures that initial office paperwork/consents are completed.
- In collaboration with Office Manager and other members of the administrative team, ensures any required prepayments are collected, processed, and posted in a timely manner.
- Provides and oversees other support as required.
- Communicate clearly with everyone in the organization (verbally and in writing).
- Ensure confidential information is handled appropriately by the administrative staff.
- Model flexibility, adeptability, judgment, and reliability.
- Monitor time and attendance for all direct-reports.
- Prioritize so the highest value tasks are always completed on time with excellence.
- Resolve conflict in a productive and respectful manner.
SCHEDULE
* Usually Monday-Friday
* Work from home on a limited, non-guaranteed basis
QUALIFICATIONS
* Great attitude and willingness to learn and thrive as a team – required!
* 2+ years of administrative and/or customer sales and service experience – required
* 2+ years of medical front office experience – preferred
* AthenaOne experience a plus
* Excellent communication and organizational skills – required
* Strong attention to detail – required
* Think quickly and problem solve on the spot – required
* Excellent phone etiquette – required
* PC proficiency required – required
* Knowledge of medical terminology is a plus
* Proven leadership and management experience
GENERAL HEALTH CONSIDERATIONS
* We work around patients, so we wear masks as required and always practice sound hygiene practices.
* This job requires sitting for long periods of time.
JOB TYPE, SALARY, & BENEFITS
* Full-time
* $52,000 – $55,000 based upon experience.
BENEFITS
* 401(k) matching
* Health insurance
* Exercise incentive pay
* Quarterly bonus eligibility
* Employee discount on products and supplements
* Health savings account
* Paid vacation time
* Paid professional development time
ABILITY TO COMMUTE or RELOCATE
* Reliably commute or relocate near the Newton, MA, office before starting work
EDUCATION
* Bachelor’s degree or higher (preferred)
EXPERIENCE
* Administrative lead responsibilities: two years (preferred)
