Office Manager

Company Description Sound Mind TMS Therapy provides Transcranial Magnetic Stimulation (TMS) and Ketamine IV therapies to support individuals experiencing treatment-resistant depression. The practice focuses on evidence-based, non-invasive interventions designed to help patients who have not responded to traditional approaches. Team members collaborate to deliver safe, high-quality care and a compassionate experience for every patient. Working at Sound Mind TMS Therapy offers the opportunity to contribute to innovative mental health treatments in a supportive clinical environment.

Role Description The Office Manager is a full-time, on-site role based in Cullman, AL, responsible for ensuring the smooth daily operations of the clinic. This role oversees front office activities, including scheduling appointments, managing patient check-in and check-out, maintaining patient records, and coordinating communication between clinical staff and patients. The Office Manager handles administrative tasks such as organizing files, managing office supplies, overseeing office equipment, and supporting billing and insurance processes as needed. This position also involves responding to patient inquiries, providing courteous customer service, and helping maintain a professional, welcoming environment. The Office Manager may assist with basic reporting, process improvements, and adherence to office policies and procedures.

Qualifications

• Candidates should possess strong Communication skills, including clear verbal and written communication and the ability to interact professionally with patients and staff.
• Candidates should possess Administrative Assistance and Office Administration skills, including scheduling, recordkeeping, organizing workflows, and supporting daily clinic operations.
• Candidates should possess experience with Office Equipment, including basic troubleshooting and maintenance of phones, printers, copiers, and computers.
• Candidates should possess Customer Service skills, including empathy, patience, and the ability to handle inquiries and concerns in a respectful, solution-oriented manner.
• Relevant qualifications include prior experience in a medical or behavioral health office setting, familiarity with electronic health records, and knowledge of billing or insurance processes and prior authorizations.
• Additional qualifications include strong attention to detail, reliability, the ability to manage multiple tasks, and proficiency with common office software (e.g., email, word processing, spreadsheets).
• High school diploma or equivalent required; additional education in healthcare administration, business, or a related field is beneficial.
• Candidates should possess 2 years of Medical office Management experience.
• $24-26/hour based on experience.
• Must be able to commute to Cullman and be reliable to work 5 week days; no nights or weekends.
• Stipend for health insurance to be discussed.