Job Description

The Office Administration Manager (RN) oversees and supervises the Office Admin and Medical Assistant teams across all three Vivia Health clinic locations. This Registered Nurse (RN) role primarily focuses on administrative oversight to enhance productivity, ensure appointment compliance, and align administrative tasks with clinical requirements. The Office Administration Manager ensures ACT schedules correspond effectively with patient treatment plans and meet ACT guidelines, performs limited clinical supervision, and conducts in-home patient admission assessments.

Key Responsibilities

Team Supervision & Leadership

• Supervise, mentor, and manage Office Admin and Medical Assistant teams at each clinic location, promoting productivity, efficiency, and patient-focused service.
• Ensure accurate and timely scheduling of ACT appointments, aligning with individualized patient treatment plans and maintaining compliance with ACT program guidelines.
• Conduct home visits for patient admissions, performing thorough head-to-toe nursing assessments, documenting clinical findings, and identifying patient care needs.
• Coordinate and schedule psychiatric consultations promptly following home visit assessments, ensuring seamless integration into the patient's overall treatment plan.
• Monitor productivity metrics of Office Admin and Medical Assistant staff, providing ongoing training and support to meet and exceed organizational standards.
• Utilize Athena EHR proficiently for clinical documentation, scheduling, and patient information management, ensuring accuracy and compliance.
• Foster continuous improvement in administrative procedures, standardizing best practices across all clinic locations.
• Collaborate closely with ACT providers, case managers, therapists, and psychiatric nurse practitioners to ensure cohesive and comprehensive patient care, emphasizing appointment compliance and productivity.

Operations & Workflow Optimization

• Oversee daily operations across front and back office to ensure efficient patient flow and a welcoming environment.
• Standardize and enforce protocols for patient check-in/out, vital collection, appointment scheduling, and documentation.
• Ensure OAs maintain an accurate patient census, and that MAs support providers with timely and well-documented clinical tasks.
• Step in to provide direct coverage as needed—either at the front desk (OA) or in patient care (MA).

Quality Assurance & Compliance

• Ensure adherence to HIPAA, OSHA, and clinic-specific policies.
• Conduct periodic audits of patient records, appointment logs, consent forms, and clinical documentation.
• Address patient concerns or service quality issues related to the front desk or medical support.
• Collaborate with leadership to update procedures in response to changes in policy, systems, or regulations.

Training & Development

• Provide ongoing mentorship and skill-building opportunities for MAs and OAs.
• Support cross-training across roles to foster flexibility and team cohesion.
• Collaborate with clinical and HR leadership to identify and implement professional development initiatives.

Technology & Reporting

• Serve as a system superuser for AthenaOne and Microsoft Office, supporting troubleshooting and adoption.
• Analyze appointment follow-up rates, census accuracy, documentation metrics, and staffing trends.
• Report operational insights and recommendations to leadership to support data-driven decision-making.

Qualifications

• High school diploma or equivalent; Associate’s degree or higher in healthcare administration, business, or clinical discipline preferred.
• Licensed Nurse Practitioner (LPN) or Registered Nurse (RN) with a current, unrestricted license.
• IMCANS Active certification
• Proven leadership experience managing administrative or clinical teams, preferably in a community mental health setting.
• Proficiency in Athena EHR, Microsoft Office Suite (Word, Excel, Outlook), and data management systems.
• Strong clinical assessment skills with experience performing comprehensive head-to-toe assessments.
• Exceptional organizational, communication, and problem-solving skills.
• Demonstrated ability to drive productivity, enhance appointment compliance, and foster a patient-centered environment.
• Flexibility and willingness to travel between clinic locations and conduct offsite home visits
• Clinical knowledge and ability to provide direct MA-level support (vitals, patient prep, labs, referrals etc.).
• Bilingual (Spanish or Arabic) preferred.

Working Conditions

• Full-time, exempt position with regular Monday–Friday hours and flexibility for occasional extended or weekend shifts.
• Travel required between Rogers Park, Bucktown, and Gage Park locations. Mileage will be reimbursed.
• Active, patient-facing clinic environment with frequent standing, walking, and occasional lifting.

Compensation and Benefits

• Salary is negotiable and commensurate with experience, with eligibility for a quarterly performance-based bonus.
• Comprehensive benefits package, including health, dental, and vision insurance.
• Paid time off, holidays, and opportunities for professional development.
• Collaborative and mission-driven work environment focused on patient access to care

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