What are the responsibilities and job description for the Office Manager position at Bold Steps Behavioral Health?
Office Manager — PHP/IOP Behavioral Health (Substance Use & Mental Health)
Overview
The Office Manager leads on-site operations for our PHP and IOP programs, overseeing front-office functions, intake/scheduling, medical records, billing/insurance coordination, facilities/vendor management, and administrative support. In collaboration with licensed clinicians, this role may also facilitate designated psychoeducational groups and complete related EMR documentation. The role requires a trauma-informed, patient-centered approach while maintaining strict privacy compliance.
Reports to: Executive Director
Location: On-site, Harrisburg area
Programs: SUD/Co-occurring and Mental Health Primary
Key Responsibilities
- Front Desk & Client Experience: Lead reception operations (phones, check-in, communications); support de-escalation and safety protocols; manage consents, ROIs, and financial forms.
- Admissions & Scheduling: Coordinate intake with Admissions/Clinical teams; build PHP/IOP rosters and schedules; monitor census/attendance and manage follow-up workflows.
- Group Facilitation & Documentation (as delegated): Co-facilitate non-clinical/psychoeducational groups under clinical supervision; complete timely, compliant EMR notes (group and contact) per HIPAA/42 CFR Part 2.
- Medical Records & Compliance: Serve as records custodian; support audit/survey readiness (Joint Commission/CARF/state) and incident tracking.
- Revenue Cycle & Insurance: Assist with benefits verification, authorizations, and re-auth tracking; reconcile intake and financial paperwork.
- Operations & Facilities: Manage office systems, supplies, IT coordination, vendor relationships (lab, transportation, cleaning), and facility/safety needs within budget.
- HR & Team Support: Coordinate staff meetings, trainings, and policy acknowledgments; support an inclusive, trauma-informed culture.
- Data & Reporting: Prepare census/attendance/authorization dashboards; support outcomes reporting and workflow improvements.
Qualifications
Required: Healthcare admin/office management experience (behavioral health/PHP/IOP/SUD preferred); EMR proficiency; working knowledge of HIPAA/42 CFR Part 2; strong organizational and communication skills; proficiency with Microsoft 365/Google Workspace and office phone systems.
Preferred: Experience with accreditation/regulatory audits; familiarity with Medicaid/commercial payers; exposure to lab and telehealth workflows.
Core Competencies: Confidentiality & compliance, trauma-informed care, operational excellence, collaboration, problem-solving, and technology fluency. Core values: treat people like a friend, authenticity/humility, embrace unrealistic dreams, ownership mentality.
Work Schedule: Full-time, on-site; core daytime hours with occasional evening coverage. Light physical demands (up to 25 lbs); frequent computer/phone use in a clinical, privacy-focused environment.
Success Metrics: Timely intakes/authorizations/documentation; high client satisfaction, low no-shows; clean audits; reliable reporting.
Compensation & Benefits: Full-time; $50,000 salary; health, dental, and vision coverage; PTO; supervision and professional development.
About Bold Steps: Based in Concord, NH, Bold Steps Behavioral Health provides structured, therapeutic care for individuals with co-occurring substance use and mental health challenges, in a supportive, mission-driven environment.
Equal Opportunity Employer — committed to diversity, inclusion, and reasonable accommodations for individuals with disabilities.
Pay: $48,000.00 - $50,000.00 per year
Work Location: In person
Salary : $48,000 - $50,000