Mental Health Office Manager

Mental Health Office Manager Job Description

Position Summary: The Mental Health Office Manager oversees the day-to-day non-clinical operations of all five clinic locations, ensuring administrative, scheduling, facilities, and patient service processes run smoothly. This person will be expected to travel weekly to different sites, build accountability among PCCs and support staff, and uphold the integrity, efficiency, and culture of the company

Core Responsibilities:

• Supervise and support all PCCs, including scheduling, performance reviews, and daily expectations along with the coordination of the PCC Supervisor
  

• Coordinate daily staffing coverage (remote/in-person)
  

• Support the onboarding of new admin and clinical staff
  

• Manage call outs, coverage plans, and staff time-off calendars with the coordination of HR
  

• Conduct monthly check-ins with PCCs and Ketamine Coordinators
  

• Ensure adherence to SOPs, workflows, and communication guidelines
  

• Ensure each location is clean, stocked, organized, and welcoming
  

• Monitor office supply levels, manage reorders, and vendor relationships
  

• Oversee maintenance and repair requests for each office
  

• Manage patient-facing documentation (consents, intake forms, flyers, brochures) in coordination with Patient Networking Coordinator
  

• Handle elevated patient complaints professionally and in alignment with policy
  

• Monitor phone calls, patient communications, and front desk etiquette
  

• Ensure PCCs are following check-in, check-out, and follow-up protocols
  

• Ensure ketamine and SPRAVATO experiences are being consistently documented and protocols followed
  

• Ensure daily and weekly provider schedules are optimized and accurate
  

• Ensure PCCs are confirming appointments, managing cancellations, and utilizing waitlists
  

• Support clinical coverage coordination for provider PTO and gaps
  

• Track and report appointment-related KPIs weekly (attendance, cancellations, etc.)
  

• Ensure HIPAA compliance among admin staff
  

• Assist with maintaining accurate patient documentation and records management
  

• Ensure consents and intake paperwork are complete and filed in the chart
  

• Act as liaison between the Clinical Director and admin/clinic staff
  

• Attend leadership meetings monthly and relay updates to staff
  

• Communicate all policy changes, workflow updates, and announcements in coordination with HR
  

• Support enforcement of non-negotiables, time management, and productivity standards
  

Key Skills:

• Conflict resolution & problem-solving
  

• Staff training & accountability
  

• Multitasking in fast-paced environments
  

• Calendar and schedule management
  

• Emotional intelligence & cultural sensitivity
  

Key Performance Indicators (KPIs):

• 90% provider schedule fill rate across locations
  

• <10% no-show rate with consistent follow-up documentation
  

• Monthly team check-ins completed
  

• All locations visited and documented weekly
  

• 100% admin staff completion of required forms, workflows, and scripts
  

• 90% positive patient feedback (reviews)
  

Daily Responsibilities:

• Check in with all PCCs and PCC Supervisor via TEAMS
  

• Monitor patient escalations or issues
  

• Review provider schedules and flag gaps
  

• Coordinate remote/in-person coverage
  

• Log site walk-throughs and needs
  

Weekly Responsibilities:

• Visit each office (rotate schedule, document visits) in a log
  

• Run and review KPI dashboard for admin team to show during monthly meetings
  

• Meet with Clinical Director and Admin director for updates & alignment
  

• Deliver feedback to staff on performance or areas of concern
  

• Ensure ketamine & SPRAVATO compliance is maintained, and patients are being seen
  

Schedule:

• 10 hour shift
  

• 8 hour shift
  

• Monday to Friday
  

• No nights
  

• No weekends
  

• No major holidays
  

  
  
  
  

Required Qualifications:

• HS Degree/GED
  

• 1 year of experience in office management in a mental health setting.
  

• Minimum of 2 years of experience in office management in a healthcare setting.
  

• TRAVEL: 25% travel, 1 day a week every week, stopping at each of 5 locations, including their home office. Weekly travel to different clinic sites
  

Preferred Qualifications:

• Bachelor’s degree in Health Administration, Business, or related field (or equivalent experience)
  

• 2 years of experience in office management in a mental health setting.
  

• Strong leadership, organizational, and interpersonal skills
  

• Familiarity with EHR systems (e.g., AdvancedMD, Kareo, Eclinical Works, etc.)
  

• Comfortable traveling to multiple offices weekly
  

Education:

• Bachelor's (Preferred)
  

Ability to Commute:

• Westminster, CO 80031 (Required)
  

Ability to Relocate:

• Westminster, CO 80031: Relocate before starting work (Required)
  

  
  
  
  

Benefits:

• Dental insurance
  

• Health insurance
  

• Paid time off
  

• Parental leave
  

• Professional development assistance
  

• Vision insurance