Office Manager - Outpatient Mental Health Clinic

Overview

The Office Manager plays a pivotal role in ensuring the efficient, compassionate, and compliant daily operation of our outpatient mental health facility. Acting as the administrative bridge between clients, clinical providers, and management, this position oversees patient intake workflows, medical billing/coding coordination, staff scheduling, and facility upkeep. The ideal candidate maintains strict HIPAA compliance, fosters a welcoming and trauma-informed environment for clients, and supports clinicians in delivering high-quality behavioral healthcare.

Key Responsibilities

1. Clinic Operations & Administration

• Oversee daily front-desk and reception workflows, ensuring clients are greeted warmly and efficiently checked in.
• Manage appointment scheduling across multiple clinical calendars, minimizing gaps and handling cancellations/reschedules.
• Maintain clinic office supplies, medical forms, and facility hardware, coordinating vendor maintenance as needed.
• Ensure physical and digital environments remain clean, organized, safe, and supportive of a trauma-informed care practice.

2. Client Intake, Billing & Revenue Cycle

• Coordinate the client onboarding process, ensuring completion of intake packets, consent forms, and demographic data.
• Verify insurance benefits (commercial, Medicaid, Medicare) and communicate copays, deductibles, and self-pay rates clearly to clients.
• Manage co-pay collection, outstanding balance tracking, and daily financial receipts in accordance with clinic accounting standards.
• Collaborate with external billing specialists/clearinghouses to resolve claim rejections, denials, and prior authorizations.

3. Regulatory Compliance & Records Management

• Enforce strict adherence to HIPAA, HITECH, and state behavioral health privacy regulations across all administrative staff.
• Manage the Electronic Health Records (EHR) system, ensuring secure record storage, release of information (ROI) processing, and chart audits.
• Maintain emergency response standards, OSHA compliance, and required facility licensing postings.

4. Staff Coordination & Support

• Supervise front-office administrative personnel, including receptionist staff and intake coordinators.
• Assist in onboarding and administrative orientation for newly hired clinicians and staff members.
• Coordinate clinical staff schedules, meeting arrangements, and administrative support for peer review or team case consultations.

Qualifications

• Proven experience in medical office management or healthcare practice management within outpatient or mental health settings
• Strong supervisory skills with experience managing teams in a healthcare environment
• Proficiency in EMR/EHR systems such as Eaglesoft or Dentrix; familiarity with patient management software is essential
• Knowledge of health regulation policies including HIPAA compliance and JCAHO standards
• Experience with fiscal management including budgeting, financial reporting, and medical billing processes
• Excellent managerial communication skills coupled with customer service expertise to support both staff and patients effectively
• Ability to navigate Microsoft Office applications efficiently for reporting and administrative tasks
• Familiarity with medical terminology, medical records handling, and electronic health record systems is required
• Demonstrated ability to manage healthcare staff effectively while maintaining high standards of compliance and quality assurance

Join us in making a meaningful difference by leading our outpatient mental health clinic towards operational excellence!

Pay: From $25.00 per hour

Benefits:

• Paid time off

Work Location: In person

Salary : $25