Clinic Manager Assistant

Job Locations US-WI-Green Bay
Hire Type
Regular Full-Time
# of Openings
Job ID


The Clinic Manager Assistant provides administrative support to the Clinic Manager and Executives.  This position includes primary responsibility for progress review scheduling and adherence to progress review deadlines along with responsibility for maintaining and purchasing supplies.  In addition, the Clinic Manager Assistant will perform other general office duties as needed.


General Office

  • Serves as backup for receptionist duties and answers phones as needed.
  • Responsible for scheduling executives calendars.
  • Makes hotel reservations and places other orders as needed.
  • Responsible for outside storage and retrieval.
  • Schedules conference rooms; gatekeeper for conference rooms
  • Sorting, scanning and moving medical records to client electronic files.
  • Manage dictation/transcription process and measures compliance of timely return. Create referral letters for referring and primary care physicians and provides to the authorization team.
  • Maintains strictest confidentiality; adheres to all HIPAA guidelines/regulations.

Purchasing/Supply Orders

  • Manage the supplies inventory and clinical forms to assure to meet office requirements.
  • Purchases promo items, large furniture, referral items as needed.
  • Purchase other items as requested.
  • Monitors the supply of printed products ie. envelopes, letterhead, brochures etc.

Progress Reviews

  • Works closely with Lead Therapist to meet their scheduling needs.
  • Oversees Progress Review process for the Green Bay, Illinois and Wausau Clinics and schedules Lead Therapist progress reviews.
  • Develops process to efficiently and accurately adhere to progress review requirement dictated by Medicaid or insurance.
  • Oversees progress review process and checks compliance with progress review requirements for all clinics.
  • Looks for process improvement in relation to progress review scheduling.
  • Documents and updates policies and procedures for progress reviews process.



  • High school diploma or equivalent. College degree a plus. 


  • At least one year of previous administrative related experience.
  • Previous experience working in a medical office and/or an administrative roll is a plus. 

Skills and Competencies:

  • Strong keyboarding and computer skills to include MS Office (Outlook, Word, Excel, PowerPoint and Publisher).
  • Excellent verbal and written communication skills, with a pleasant, professional and helpful demeanor and voice.
  • Experience working with multi-line phone systems and office machines (copiers, postage machines, fax machine, etc.).
  • Displays professionalism and represents organization in a professional manner.
  • Excellent interpersonal skills, with the ability to communicate effectively with others in a professional and friendly manner.
  • Strong organizational skills, with the ability to multi-task and meet deadlines.
  • Strong attention to detail.


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