Office Manager - Cohen Clinic

The Steven A. Cohen Military Family Clinic at Metrocare is part of the Cohen Veterans Network, a national nonprofit network of clinics designed to strengthen mental health outcomes and complement existing support for veterans and military families. We break down barriers to care for veterans, including those from the National Guard and Reserves, active duty, and their families by providing timely access to high-quality care regardless of discharge status or ability to pay. The Cohen Clinic at Metrocare staff is comprised of a diverse and multidisciplinary team of mental health providers, case managers, outreach staff, and administrative staff. We provide individually tailored, evidence-base d treatments to adults, children, adolescents, couples, families, and groups. Sensitive to the specific issues faced by military families, we strongly believe in building trusting, confidential relationships with our clients, and we maintain strong ethical and legal commitments to privacy and confidentiality. The office manager is a key member of the Cohen Clinic leadership team. They oversee front office operations and the clinic's role in revenue cycle management, they supervise the office coordinators, they assist in financial tracking, and they support overall clinic operations. As such, we seek a detail-oriented, organized, and analytical leader who will excel at the duties and responsibilities below.

HOURS OF RESPONSIBILITY

• Collaborates and coordinates with other members of the clinic leadership team to provide on-going program evaluation and recommendations for continuous growth and quality.
• Assists in directing, managing, and overseeing all non-clinical operations (e.g., client scheduling, front office staffing, billing and revenue cycle management, child watch, accreditation, and financial management), including tracking, reporting, and responding to the program’s performance indicators and ensuring compliance with all regulatory policies and procedures.
• Provides routine supervision for direct reports and timely completion of administrative supervision duties (e.g., hiring, onboarding, timecards, performance management).
• Provides front office coverage as needed, including adhering to documentation expectations and timelines.
• Maintains and monitors all financial records to ensure accuracy, completeness of data and compliance with state and federal rules and regulations.
• Ensures a clean, orderly, and safe environment in cooperation with the Facilities Maintenance staff; acts as site Safety Officer; manages processes and procedures regarding risk management and business continuity.
• Acts as IT liaison to facilitate computer & telephone needs for assigned sites.
• Coordinates scheduling of community room and other meetings held at the clinic.
• Coordinates with external vendors.
• Supports or directs other clinic projects or programs (e.g., training, research, outreach) as assigned, including cross-department collaboration.
• Maintains required productivity levels as outlined in clinic and network policies.
• Attends relevant meetings and attends/completes relevant trainings.
• Maintains high standards of privacy in accordance with HIPAA guidelines.

• Ability to plan ahead several months to a year; ability to keep various ongoing projects organized and files maintained accurately.
• Ability to clearly and concisely articulate the mission and goals of the program.
• Thinks analytically to provide appropriate and timely responses to clinic needs.
• Maintains current knowledge of billing and insurance requirements, as relevant to the clinic and our population.
• Exhibits good judgment, professionalism, cultural humility, strong interpersonal skills, a collaborative style, high integrity, and a positive attitude.
• Establishes positive and productive working relationships; generates trust; openly gives and receives honest, balanced feedback.
• Exhibits awareness of and responsiveness to cultural considerations including but not limited to race and ethnicity, gender, sexual orientation, and religion/spirituality.
• Communicates clearly, effectively, and appropriately via oral and written means.
• Work style is highly organized, detail-oriented, and reliable.
• Presents a professional and positive demeanor to referrals/clients, staff, funders, and the general public.
• Remains calm and maintains self-control in the midst of difficult circumstances and crises; responds in a professional manner in all situations.
• Represents the clinic, agency, and network professionally in all situations.
• Demonstrates interest, desire and passion in connecting veterans, active duty, and their families to high-quality evidence-based mental health care.
• Handles multiple tasks and special projects simultaneously, including meeting deadlines.
• Able to implement and monitor processes within team.
• Appropriately balances need for supervision with ability to work autonomously based on level of education and experience.

• Ability to function in a fluid environment and respond appropriately to changing priorities.
• Ability to translate broad goals into achievable steps.
• Exhibits ability to make independent decisions but seeks consultation or supervision as appropriate, based on education and experience.
• Thinks analytically, including setting work priorities and creating and evaluating solutions to work-related problems.
• Analyzes problems, identifies alternative solutions, projects consequences of proposed actions, and implements recommendations in support of goals.
• Interprets and applies all applicable policies, procedures, rules and regulations.

• Proficient with navigating and documenting within an electronic health record. Proficient with navigating and documenting within an electronic health record.
• Proficient with insurance platforms and software.

Positions that are “community-based,” in whole or part, require the incumbent to travel between various worksites within his/her workday/workweek. The incumbent is required to have reliable transportation that can facilitate this requirement. The incumbent is further required to meet the criteria for insurability by the Center’s risk management facilitator; and produce proof of minimal auto liability coverage when applicable. Failure to meet these terms may result in disciplinary action up to and including termination of employment, contract or other status with Metrocare.

Current State of Texas Driver License or if you live in another state, must be currently licensed in that state. If licensed in another state, must obtain Texas Driver License within three (3) months of employment.

Liability insurance required if employee will operate personal vehicle on Center property or for Center business. Must be insurable by Center’s liability carrier if employee operates a Center vehicle or drives personal car on Center business. Must have an acceptable driving record.

The work environment describe here is representative of that which an employee encounters while performing the essential functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions.

Employees in this role are expected to maintain composure under pressure, exercise sound judgment, and follow established protocols to ensure a safe and secure work environment. Ongoing training in crisis intervention, de-escalation techniques, and workplace safety is provided. Additionally, employees have access to resources such as the Employee Assistance Program (EAP), Telehealth Counseling, and Supportive Management.

DISCLAIMER