Office Manager

Office Manager

Reports To: Regional Care Team Manager

Location: Towson, MD (On-site)

Who We Are

Mission

Bloom Health Centers delivers compassionate, patient-centered mental health care through a collaborative team of providers and innovative treatment solutions. Our goal is to improve access to high-quality behavioral health services and support patients on their journey to recovery and wellness.

Vision

To lead the future of behavioral health by expanding access to evidence-based treatments and innovative care models that transform the lives of the patients and communities we serve.

Position Overview

The Office Manager is responsible for overseeing the day-to-day operations of the office and ensuring efficient coordination between administrative staff, neuromodulation programs, and providers. This role leads front office operations, supervises clinic staff, and ensures a high standard of patient experience and operational performance.

The Office Manager supervises Care Team Coordinators and Neuromodulation Technicians and is responsible for maintaining workflow efficiency, supporting staff development, and ensuring clinic operations align with Bloom Health Centers’ standards.

While the Office Manager will be trained in clinic functions and treatment workflows, their primary responsibility is leadership and operational oversight. They may assist with clinical or administrative duties when necessary to ensure continuity of care and clinic coverage.

Key Responsibilities

Office Operations

• Oversee daily operations of the office
• Ensure efficient patient flow and scheduling processes
• Monitor office productivity and operational performance
• Manage office supplies, equipment, and general facility needs
• Ensure compliance with HIPAA and company policies

Team Management and Staff Supervision

• Supervise Care Team Coordinators and Neuromodulation Technicians
• Provide training, coaching, and support to clinic staff
• Assist in hiring and onboarding administrative team members
• Address performance concerns and escalate issues to leadership when needed
• Foster a collaborative and positive clinic environment

• Review and approve PTO and time-off requests while ensuring adequate office coverage

• Manage staff schedules and coordinate coverage when team members are absent

Schedule Optimization & Utilization

• • Proactively review and manage provider schedules to optimize access, efficiency, and patient flow
  • Identify and address gaps, cancellations, and underutilized time by adjusting appointments where appropriate
  • Collaborate with care teams to consolidate schedules, minimize unused time blocks, and improve overall provider utilization
  • Support timely access to care by moving patients into earlier availability when possible

Patient Experience

• Address and resolve complex patient concerns or complaints
• Ensure patients receive professional, compassionate care
• Support staff in managing challenging patient situations

Cross-Functional Coordination

• Coordinate workflow between providers, administrative staff, and neuromodulation programs
• Support communication between clinical leadership and office staff
• Ensure operational alignment across departments

Coverage Support

• Maintain working knowledge of front office and neuromodulation processes
• Provide administrative or treatment support when staffing coverage is needed
• Assist with TMS or Spravato workflow support in rare coverage situations

Qualifications & Requirements

• High school diploma or GED required
• 2 years of healthcare administrative or clinic operations experience preferred
• Leadership or supervisory experience preferred
• Ability to type a minimum of 35 words per minute
• Strong organizational, communication, and problem-solving skills
• Ability to manage multiple priorities in a fast-paced clinical environment

• Internal candidates must be in good standing with consistent performance and attendance
• Occasional travel between nearby Bloom Health Centers locations may be required to support operational or clinical coverage needs. Travel beyond the employee’s assigned primary work location will be reimbursed in accordance with company mileage reimbursement policies

Work Requirements

• This is a full-time, on-site position
• Must be available Monday through Friday for an 8-hour shift scheduled between clinic operating hours between 8:00AM and 7:00PM
• Reliable attendance is required as this role is classified as essential to clinic operations
• Completion of TMS training provided by Bloom Health Centers

Included Benefits

• Health, Dental, and Vision Insurance

• Life Insurance

• 401(k) Match

• Opportunity to grow and expand

• PTO (including increases with years of service, holidays, and floating days)

Bloom Health Centers is committed to creating a diverse and inclusive workforce and provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.