Office Manager

The Office Manager plays a vital role in maintaining the daily operations of our therapy office and serves as an important point of contact for clients, therapists, and administrative staff.

We are New Hampshire-based company, with an additional office in Hattiesburg, MS, so the ability to work independently and communicate effectively with a remote administrative team is essential. The ideal candidate will be comfortable taking ownership of daily office operations, making appropriate decisions, troubleshooting routine issues, and knowing when to reach out for additional support.

This position requires someone who is friendly, confident, tech-savvy, and highly organized, with strong time-management skills and the ability to manage multiple priorities in a busy clinical environment. Because much of the communication and administrative support will occur remotely, the candidate must be comfortable using email, messaging platforms, video conferencing, electronic medical records, practice management systems, and other technology necessary to stay connected with the team.

Tasks & Responsibilities

• Greet clients in a professional, friendly, and empathetic manner in person, by phone, or by email

• Answer phone calls, respond to emails, and manage appointment inquiries

• Schedule, confirm, and update client appointments using practice management software

• Prepare the following day's schedule for assigned clinicians, ensuring clear notations regarding co-pays, forms, insurance cards, authorizations, or other client needs

• Handle client insurance documents and intake forms, ensuring documentation is complete, accurate, and HIPAA-compliant

• Verify and maintain insurance information and follow up on identified issues

• Maintain accurate client records and files while protecting confidentiality

• Collect and track client payments and co-pays

• Assist with insurance-related administrative tasks and established payer workflows

• Assist with credentialing-related tasks as needed

• Manage inventory of office supplies and coordinate and/or pick up orders

• Ensure the waiting room and office areas remain tidy, organized, and welcoming

• Support therapists with administrative needs such as copying, scanning, mailing, filing, and other office-related tasks

• Coordinate with other providers, insurance companies, or outside services as needed

• Communicate consistently with the administrative team regarding office operations, client needs, and issues requiring additional support

• Utilize email, messaging platforms, video conferencing, electronic records, and other technology to maintain effective communication with the remote team

• Identify and address routine office issues using appropriate judgment and available resources

• Help maintain efficient daily office operations and communicate opportunities for workflow improvement

• Uphold HIPAA, confidentiality, and professional standards at all times

• Complete additional projects and responsibilities as assigned based on the individual's experience, strengths, and interests

Key Qualities for Success

The successful candidate will be someone who:

• Takes ownership of their role and can confidently manage the office without constant direction

• Communicates well with both local staff and the remote NH-based team

• Is comfortable using technology as a primary means of communication and completing administrative work

• Is approachable, professional, and confident when working with clients and staff

• Can prioritize effectively and keep daily responsibilities moving in a busy environment

• Uses good judgment and knows when to independently resolve an issue versus when to seek guidance

• Is dependable, adaptable, and willing to take initiative

• Maintains a calm and compassionate presence in a clinical setting

Required Experience & Qualifications

• Minimum of 3 years of front desk or medical/behavioral health administrative experience

• Minimum of 2 years of experience working with insurance, including familiarity with insurance verification, benefits, co-pays, authorizations, and related payer requirements

• Demonstrated ability to work independently and take ownership of daily responsibilities

• Strong understanding of front desk operations, scheduling, client communication, and administrative workflows

• Excellent time-management and prioritization skills

• Comfortable managing multiple responsibilities while maintaining accuracy and attention to detail

• Friendly, confident, and professional demeanor when interacting with clients, families, therapists, and outside providers

• Strong written and verbal communication skills

• Technologically proficient and comfortable communicating with a remote administrative team

• Ability to troubleshoot routine issues and use good judgment when determining when additional support is needed

Preferred Qualifications

• At least 1 year of credentialing experience or familiarity with credentialing processes and requirements

• Experience in a behavioral health, mental health, medical, or other clinical office setting

• Experience working with multiple insurance plans and payer requirements

• Previous experience in an Office Manager, Lead Front Desk, or similar administrative role