Team Lead Reception and Practice Organization (m/f/d)

For our psychotherapeutic MVZ, we are looking for you, an experienced medical assistant (MFA) or comparably qualified professional, who wants to reliably help shape the reception and practice organization and enjoys coordination, preparation of billing, and quality management. Your workplace is at the reception and in the adjacent back office, which you can help design.

Tasks

Coordination of the reception team:

• Professional coordination of the reception team, including onboarding, task distribution, and shift and vacation planning
• Support and further development of employees through regular feedback and support in daily work

Patient management:

• Ensuring a professional, friendly, and service-oriented reception, including solution-oriented handling of organizational matters and complaints

Practice organization:

• Responsibility for appointment, waiting list, and cancellation management in close coordination with HR and the treatment team
• Organization and continuous optimization of practice processes, as well as coordination of orders, service providers, and administrative processes
• Maintenance and further development of our digital work processes in tomedo, OneDrive, and Notion, as well as support in the use of digital and AI-supported solutions

Billing:

• Recording, checking, and operational preparation of billing-relevant services in cooperation with the accounting department

Quality management:

• Participation in the development and further development of quality management (QEP)

Qualification

• You have completed training as an MFA or a comparable qualification in healthcare, or have several years of relevant experience in a practice or MVZ in the reception area.

• You feel confident in appointment management, patient communication, practice organization, and billing-related processes.

• You enjoy leading colleagues and taking responsibility, work in a structured manner, and can delegate, prioritize, and follow up on open tasks clearly.

• You treat patients in a friendly and professional manner and remain calm and solution-oriented even in cases of complaints, uncertainties, or conflicts.

• You want to actively shape quality management and QEP and handle data protection, confidentiality, and sensitive health data responsibly.

• You work confidently with digital tools, are open to new software and AI-supported applications, and can quickly familiarize yourself with tomedo.

Benefits

• A varied and responsible role with the opportunity to further develop your leadership and organizational experience
• Predictable, regular working hours without weekend or on-call duties. Thanks to our appointment-only consultation hours and a generous treatment rhythm of only one patient every 50 minutes, there is sufficient time for individual and high-quality care.
• Paid job ticket or mileage allowance
• A dedicated and appreciative team with a family-like work atmosphere with regular team events
• Permanent employment contract with 30 vacation days for a 5-day week
• A convenient location on U5/S5 (Wuhletal and Biesdorf) as well as good bus connections
• Modernly furnished, very quiet rooms with air conditioning and a break room on the beautifully located UKB grounds

We look forward to receiving your application with CV, certificates, possible start date, and salary expectations.

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