Position Summary

The Regional Operations Assistant is a dynamic and flexible team member who provides support across multiple clinic locations within the Minnesota Mental Health Clinics (MMHC) network. This role combines key responsibilities from both Practice Management and Intake Coordination, ensuring seamless client service, efficient front office workflows, and consistent support for clinical and administrative staff. The ideal candidate is highly adaptable, detail-oriented, and passionate about creating a welcoming and efficient environment for clients and staff alike.

Key Responsibilities

Practice Management Support

• Provide on-site support at various MMHC clinic locations to ensure front desk operations run smoothly.
• Assist with check-in/check-out procedures, documentation processing, and clinic flow.
• Support Practice Managers with supply ordering, facility requests, and coordination of office logistics.
• Monitor waiting areas to ensure a welcoming, professional, and organized client environment.
• Assist with implementation of standard operating procedures and site-specific workflows.

Intake Coordination

• Respond to intake calls, voicemails, and emails in a timely and professional manner.
• Schedule initial diagnostic assessments based on clinician availability and client needs.
• Collect demographic and intake paperwork and guide clients through the onboarding process.
• Collaborate with intake clinicians, care navigators, and administrative teams to ensure appropriate triage and timely access to services.
• Support clients with follow-up scheduling, appointment reminders, and pre-visit instructions.

Regional Coverage & Flexibility

• Float to multiple clinic locations based on staffing needs, vacations, callouts, or increased volume.
• Quickly adapt to new workflows, systems, and site-specific expectations.
• Provide consistent support and maintain high service standards regardless of location.

Client Engagement & Support

• Deliver a welcoming and empathetic experience for all clients, whether in person or over the phone.
• Assist clients in navigating their care journey from initial contact to ongoing scheduling.
• Handle sensitive situations with professionalism, discretion, and kindness.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of 2 years in healthcare administration, medical reception, or client-facing healthcare role.
• Experience in mental health or behavioral health settings strongly preferred.
• Strong communication, customer service, and multitasking skills.
• Proficiency with EHR systems, scheduling platforms, and Microsoft Office.
• Ability to travel to multiple MMHC clinic sites as needed.
• Demonstrated reliability, professionalism, and ability to work independently in fast-paced environments.