Office Manager

Office Manager

Beacon Outpatient

Position Summary

• The Office Manager supports the daily operations, administrative coordination, and overall performance of Beacon’s outpatient behavioral health program
• This role works closely with the Program Director to help ensure the office runs efficiently, team members are supported, patients receive a professional experience, and operational priorities are executed consistently
• The Office Manager provides day-to-day oversight of administrative workflows, front office functions, scheduling support, team coordination, patient communication, and office operations
• This position is ideal for someone who can balance hands-on administrative work with light operational leadership and problem-solving

Key Responsibilities

• Support the Program Director with day-to-day outpatient program operations
• Oversee front office, administrative, scheduling, and patient-facing workflows
• Help ensure patients, families, providers, and visitors receive a professional and welcoming experience
• Coordinate patient scheduling, appointment confirmations, cancellations, and rescheduling processes
• Monitor daily office activity and help resolve administrative or operational issues as they arise
• Support intake, admissions, referral coordination, and new patient access workflows as needed
• Assist with patient check-in, check-out, documentation collection, and general office processes
• Maintain organized patient, office, and administrative records in accordance with company procedures
• Support communication between patients, families, clinical team members, providers, and leadership
• Help train, support, and provide day-to-day guidance to office or administrative team members
• Assist with hiring, onboarding, scheduling, and performance feedback for administrative team members as assigned
• Monitor office supplies, equipment, shared spaces, forms, and general office organization
• Support billing, authorizations, insurance documentation, or related administrative workflows as needed
• Help track office metrics, administrative tasks, productivity needs, and operational follow-up items
• Assist the Program Director with reports, spreadsheets, meeting preparation, and special projects
• Identify workflow gaps or office barriers and recommend practical solutions
• Support marketing, referral, and new patient growth efforts through timely communication and coordination
• Help implement operational initiatives, process improvements, and program priorities
• Ensure compliance with confidentiality, HIPAA, documentation, company policy, and regulatory expectations
• Escalate patient, staff, service, or operational concerns to the Program Director as appropriate
• Perform other duties as assigned

Qualifications

• 2–4 years of administrative, office management, healthcare operations, or front office leadership experience preferred
• Experience in behavioral health, healthcare, outpatient services, or a medical office setting preferred
• Experience supporting day-to-day office operations, scheduling, patient communication, and administrative workflows
• Ability to provide guidance, support, and accountability to administrative or office team members
• Strong communication, organization, problem-solving, and follow-through skills
• Ability to manage multiple priorities in a fast-paced environment
• Comfortable using computers, email, phone systems, scheduling tools, spreadsheets, and electronic records systems
• Ability to handle confidential information with professionalism and discretion
• Dependable, detail-oriented, service-minded, and team-focused
• High school diploma or equivalent required
• Associate’s or bachelor’s degree preferred

Preferred Experience

• Experience supporting an outpatient behavioral health or healthcare program
• Experience coordinating patient scheduling, intake, referrals, insurance documentation, or office workflows
• Experience supervising or leading administrative support staff
• Experience supporting operational reporting, process improvement, or program initiatives
• Experience working closely with clinical, administrative, marketing, and leadership teams

Success in This Role

• Keeps the office organized, responsive, and operating smoothly
• Supports the Program Director by managing administrative details and follow-up
• Helps improve office consistency, patient experience, and team communication
• Provides reliable day-to-day support to staff, patients, and providers
• Identifies issues early and helps drive practical solutions
• Supports new patient access, referral coordination, and program growth

Equal Opportunity Statement

• Beacon Behavioral Health Partners is an equal opportunity employer
• We are committed to creating an inclusive environment for all employees and applicants