Office Manager

Position Summary:

The Office Manager provides leadership and oversight of administrative operations within the mental health clinic. This role ensures smooth front office operations, compliance with documentation standards, and excellent consumer service. The Office Manager supervises office staff and coordinates administrative functions that support clinical teams and organizational goals.

Key Responsibilities:

• Supervise and coordinate daily operations of the front office and administrative staff.
• Ensure accurate collection and verification of consumer insurance and demographic information.
• Oversee scheduling processes, intake documentation, and consumer record management.
• Serve as the liaison between administrative staff, clinical teams, and leadership.
• Develop and implement office procedures that ensure efficiency, compliance, and a professional environment.
• Train, supervise, and evaluate office support staff, fostering a collaborative and service-oriented culture.
• Monitor office supplies and manage purchasing in coordination with leadership.
• Maintain compliance with HIPAA and state/federal regulations.
• Support billing, reporting, and documentation processes as needed by finance and clinical departments.
• Handle escalated consumer concerns and work to resolve issues professionally.
• Greet consumers and visitors with professionalism and courtesy, creating a welcoming environment.
• Answer and direct phone calls, respond to inquiries, and schedule appointments for providers.
• Collect, verify, and update consumer insurance information at intake and during ongoing visits.
• Maintain current demographic and contact information for consumers in the electronic health record system.
• Assist with processing forms, medical records requests, and other administrative tasks.
• Support clinical and administrative staff by preparing and organizing documentation as needed.
• Ensure compliance with HIPAA and confidentiality regulations when handling consumer records.
• Monitor the waiting area and assist consumers with questions, forms, and general support.
• Assist with billing preparation by verifying insurance coverage and eligibility when requested.
• Perform general office duties including filing, faxing, scanning, and data entry.
• Perform all other duties as assigned.

Qualifications:

• Associate or Bachelor’s degree in Business, Healthcare Administration, or related field preferred.
• Minimum of 3 years of administrative or office management experience, healthcare setting preferred.
• Supervisory or leadership experience required.
• Knowledge of insurance verification, medical records processes, and compliance standards.
• Proficiency in Microsoft Office Suite and electronic health record systems.
• Strong interpersonal, problem-solving, and leadership skills.
• Ability to manage competing priorities in a fast-paced environment.

Work Environment & Schedule:

• This is a non-exempt, full-time position.
• Standard hours are Monday through Friday, 8 AM – 5 PM CST.
• Some flexibility may be required based on clinic needs or events.