Assistant Manager - Therapy Clinic
(Operations, Finance, Compliance, Quality, and Administration Lead)
Job Summary:
As the Assistant Manager at Kaleidoscope Intervention Services, a leading provider of therapy and early intervention services for children, you will take on a pivotal role in overseeing all aspects of clinic operations, finance, compliance, quality assurance, and administration. Reporting directly to the Clinic Manager, you will not only provide crucial support but also actively engage as an independent contributor, executing tasks and responsibilities across various domains. Your role will involve driving operational efficiency, ensuring financial sustainability, maintaining regulatory compliance, upholding quality standards, and providing administrative support to the clinic. Additionally, you will support and undertake customer service duties, business WhatsApp and emails, end-to-end customer support, and support for therapist scheduling and client-therapist liaison to ensure exceptional service delivery.
Key Responsibilities:
1. Clinic Operations Management
- Manage the daily operations of the therapy clinic, encompassing facility management, supervision of cleaning staff, and inventory control.
- Develop and implement strategies and action plans to optimize clinic operations and enhance efficiency.
- Identify opportunities for process improvements and implement best practices to streamline workflows.
2. Finance and Accounting
- Manage clinic finances, which includes diligently tracking expenses, monthly reporting of expenses, processing payroll, handling petty cash claims, and closely monitoring allocated budgets and expenditures.
- Ensure accurate and timely invoicing, billing, and collection of payments for all therapy services.
- Collaborate with management team and accountant to address financial inquiries and optimize cash flow.
3. Compliance, Regulatory Oversight, and Quality Assurance
- Develop, enforce, and uphold policies and procedures to ensure compliance with applicable standards and guidances, maintaining the high standards of therapy clinic operations, programs, and ad-hoc projects.
- Conduct regular audits to assess compliance with legal and ethical guidelines and identify areas for improvement.
- Establish and maintain quality assurance protocols to uphold high standards of care and continuously improve service delivery.
4. Administrative Support
- Assume responsibility for overseeing administrative tasks, including data entry, filing, and appointment scheduling.
- Ensure meticulous record-keeping and documentation, maintaining compliance with organizational standards of accuracy and efficiency.
5. Receptionist Coverage and Customer Service Supervision
- Ensure seamless coverage of receptionist and customer service duties, providing management and support to ensure exceptional service delivery to clients.
- Oversee the reception area, business WhatsApp, and email communications to guarantee prompt and courteous responses to client inquiries.
6. Customer Support and Therapist Scheduling Assistance
- Offer support for end-to-end customer service, including booking, modifying, and confirming therapy appointments.
- Assist in managing therapist scheduling requests and facilitating effective client-therapist liaison to meet client needs efficiently.
Qualifications:
- Bachelor's degree in Business Administration, Business Management, or a related field.
- Minimum 2 years experience in healthcare administration, focusing on operations management, finance, compliance, and quality assurance; experience in a therapy practice setting is a plus.
- Excellent communication and interpersonal skills, with a customer-centric approach.
- Proficiency in MS Office Suite and Google Workspace applications and familiarity with database systems; experience using booking systems for scheduling clinic or therapy sessions is a plus.
- Proactive mindset with a strong attention to detail and problem-solving abilities.
