Office Manager

Job Description

Bold Steps Behavioral Health is seeking an experienced, organized, and motivated Office Manager to support our multidisciplinary team in East Providence, Rhode Island.

We are looking for a dependable administrative professional with exceptional interpersonal skills, strong attention to detail, and experience supporting daily operations in a healthcare or behavioral health setting.

The ideal candidate will demonstrate an understanding of client confidentiality, administrative workflows, and the operational needs of outpatient behavioral health programs serving individuals with mental health conditions, substance use disorders, and co-occurring diagnoses.

This position is ideal for an individual who takes initiative, demonstrates accountability, values collaboration, and can manage competing priorities while maintaining a welcoming, compassionate, and professional environment.

Key Responsibilities:

• Oversee daily front-office operations, including answering phones, welcoming clients and visitors, responding to inquiries, and maintaining organized reception and common areas.
• Coordinate intake appointments with Admissions and clinical staff and complete administrative intake procedures, including demographic information, consents, releases of information, insurance information, and financial forms.
• Ensure required administrative paperwork is complete, accurate, and entered into the electronic medical record within established timeframes.
• Maintain daily attendance, client rosters, census reports, program calendars, and schedules for Partial Hospitalization (PHP) and Intensive Outpatient (IOP) programs.
• Contact absent clients according to program procedures, document outreach, and promptly communicate attendance barriers or safety concerns to the clinical team.
• Support administrative coordination of admissions, transfers, and discharges in collaboration with clinical staff and other departments.
• Coordinate the urine drug screening process, including supplies, collection logistics, specimen labeling and tracking, laboratory pickups, and routing results to designated clinical or medical staff.
• Perform specimen collection only when appropriately trained and authorized, following established privacy, infection-control, and specimen-handling procedures.
• Maintain secure and organized medical records in accordance with HIPAA, applicable 42 CFR Part 2 requirements, and organizational policies.
• Process authorized medical records requests and assist with documentation audits, regulatory surveys, and accreditation preparation.
• Support insurance verification, authorization tracking, and communication with Admissions, Utilization Review, and Billing.
• Coordinate approved client transportation, telehealth access, and other administrative needs that support participation in treatment.
• Manage office supplies, client meal orders, equipment needs, and vendor coordination within established budgets.
• Organize incoming mail, invoices, checks, and other business documents for timely submission to authorized personnel.
• Assist with facility maintenance requests, technology support, safety drills, and emergency preparedness procedures.
• Schedule meetings and trainings and support employee onboarding logistics and administrative recordkeeping.
• Prepare daily and weekly operational reports and identify opportunities to improve administrative efficiency and client experience.
• Assist with client orientation and approved nonclinical educational activities when trained and delegated, under clinical direction and within the scope of the position.
• Collaborate with leadership, clinical staff, medical providers, and administrative departments to support consistent communication and effective program operations.
• Perform additional related duties as assigned by the Executive Director or company leadership, consistent with training and role responsibilities.

Job-Specific Qualifications

Required:

• High school diploma or equivalent.
• Previous administrative or office management experience in a healthcare setting.
• Strong organizational, communication, customer service, and problem-solving skills.
• Ability to manage multiple priorities, maintain accurate records, and follow through on time-sensitive responsibilities.
• Understanding of confidentiality, professional boundaries, and HIPAA requirements.
• Proficiency with electronic medical records, Microsoft Office or Google Workspace, and standard office technology.
• Ability to interact professionally and compassionately with individuals experiencing mental health and substance use challenges.
• Ability to work independently while maintaining effective communication and collaboration with a multidisciplinary team.
• Demonstrated professionalism, dependability, adaptability, and sound judgment.

Preferred:

• Associate’s or bachelor’s degree in healthcare administration, business administration, or a related field.
• Experience in behavioral health, substance use treatment, PHP, IOP, or another structured outpatient setting.
• Experience using Kipu or a comparable electronic medical record system.
• Familiarity with insurance verification, authorization tracking, and commercial insurance or Medicaid processes.
• Experience coordinating laboratory services, urine drug screening, transportation, or telehealth appointments.
• Familiarity with applicable Rhode Island BHDDH requirements and Joint Commission or CARF accreditation standards.
• Experience supporting medical records audits, regulatory surveys, or quality improvement initiatives.
• Knowledge of 42 CFR Part 2 confidentiality requirements.

Professional Growth

Bold Steps Behavioral Health values team members who demonstrate initiative, accountability, compassion, and a commitment to operational excellence.

This position offers opportunities for professional development, increased responsibility, and potential advancement within administrative or operational leadership based on individual performance, qualifications, organizational needs, and demonstrated leadership capabilities.

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person

Salary : $55,000 - $60,000