What are the responsibilities and job description for the Business Office Manager position at Vivia?
Position Title: Business Office Manager
Reports To: Billing Manager
Locations: Bucktown Clinic & Lincolnwood Office (primary); Rogers Park and Gage Park as needed
Schedule: Full-time, 40 hours/week
Compensation: exempt from overtime, $56-$62k annual salary, with eligibility for a quarterly performance-based bonus
Position Summary
The Business Office Manager is a critical leadership role responsible for driving insurance enrollment efforts, optimizing front office operations, and supervising administrative teams across multiple community mental health clinics. This role ensures timely and accurate submission of applications through the ABE Provider Portal, tracks and reduces the uninsured patient rate, and maintains compliance with organizational and state regulations. The Business Office Manager also plays a key role in office process improvement, staff training, and cross-site quality assurance.
This is a highly collaborative and patient-facing leadership role ideal for someone who thrives in a mission-driven environment, is detail-oriented, and can balance frontline service with operational oversight.
Key Responsibilities
Supervision & Leadership
Supervise and support Office Admins across sites, serving as a resource for questions, guidance, and real-time problem-solving.
Coordinate front desk schedules to ensure full coverage across locations.
Train and onboard new Office Admins and provide continuing mentorship and performance feedback.
Conduct periodic audits, quality reviews, and performance appraisals
Front Office Process Oversight
Identify opportunities for workflow improvements in patient intake, check-in, appointment scheduling, no shows, and follow-up processes.
Standardize procedures across clinics and maintain up-to-date SOPs.
Ensure all appointments are checked in and checked out based of Vivia Health’s policies and procedures.
Ensure all front office staff follow protocols for data accuracy, patient confidentiality, and clinic professionalism.
Oversee the timely and accurate completion of RSA documentation by Office Admins.
Provide coaching and training on RSA processes and documentation standards.
Clinic Environment Oversight
Lead and supervise Office Admins in maintaining the cleanliness, organization, and presentation of all clinic sites.
Ensure that each Office Admin conducts regular walkthroughs of their clinic to assess physical space, address supply needs, and uphold cleanliness standards.
Monitor that front desk and common areas are consistently professional, welcoming, and in alignment with clinic expectations.
Coordinate with facilities staff and Office Admins to resolve cleanliness issues, report maintenance concerns, and ensure a safe clinic environment.
Oversee inventory management processes across sites, ensuring that Office Admins maintain orderly storage areas and proactively restock front office supplies.
Insurance Coverage and ABE Application Oversight
Oversee and ensure accurate and timely submission of Medicaid and other health coverage applications via the ABE Provider Portal.
Monitor uninsured patient rates and implement strategies to reduce them across the organization.
Maintain a centralized, trackable system for all insurance applications and documentation.
Follow up with patients and case managers to complete outstanding items.
Generate and present regular reports on coverage metrics to leadership.
Cross-Functional Collaboration
Serve as a key liaison between administrative, billing, and clinical departments.
Support patient-facing staff in resolving insurance-related issues quickly and effectively.
Step in as backup support during absences, covering the front desk, phones, appointment scheduling, and EHR tasks as needed.
Operational Support (as needed)
Provide coverage at clinic locations (Bucktown, Rogers Park, Gage Park) during staff absences or clinic needs.
Assist with scheduling, phone calls, patient communication, and EHR data entry as backup support.
Qualifications
Required:
Minimum 2 years of administrative experience in healthcare or mental health settings.
Previous experience in a lead, training, or supervisory role.
Strong understanding of front office operations, including EHR systems (preferably AthenaOne).
Familiarity with RSA level documentation and community mental health billing practices is strongly preferred.
Proficiency in Microsoft Office (Word, Excel, Outlook).
Excellent communication skills, especially in translating complex documentation into patient-friendly explanations.
Detail-oriented, dependable, and capable of managing multiple priorities independently.
Commitment to equity, inclusion, and service to under-resourced populations.
Preferred
Bilingual (Spanish/English) is a plus.
Associate or bachelor's degree in a related field (e.g., Health Administration, Social Services).
Work Environment
Primarily based at Bucktown and Lincolnwood locations.
Will travel to Rogers Park and Gage Park to provide coverage and training as needed.
Full-time role with standard business hours; occasional flexibility required for team or client needs.
Reports To: Billing Manager
Locations: Bucktown Clinic & Lincolnwood Office (primary); Rogers Park and Gage Park as needed
Schedule: Full-time, 40 hours/week
Compensation: exempt from overtime, $56-$62k annual salary, with eligibility for a quarterly performance-based bonus
Position Summary
The Business Office Manager is a critical leadership role responsible for driving insurance enrollment efforts, optimizing front office operations, and supervising administrative teams across multiple community mental health clinics. This role ensures timely and accurate submission of applications through the ABE Provider Portal, tracks and reduces the uninsured patient rate, and maintains compliance with organizational and state regulations. The Business Office Manager also plays a key role in office process improvement, staff training, and cross-site quality assurance.
This is a highly collaborative and patient-facing leadership role ideal for someone who thrives in a mission-driven environment, is detail-oriented, and can balance frontline service with operational oversight.
Key Responsibilities
Supervision & Leadership
Supervise and support Office Admins across sites, serving as a resource for questions, guidance, and real-time problem-solving.
Coordinate front desk schedules to ensure full coverage across locations.
Train and onboard new Office Admins and provide continuing mentorship and performance feedback.
Conduct periodic audits, quality reviews, and performance appraisals
Front Office Process Oversight
Identify opportunities for workflow improvements in patient intake, check-in, appointment scheduling, no shows, and follow-up processes.
Standardize procedures across clinics and maintain up-to-date SOPs.
Ensure all appointments are checked in and checked out based of Vivia Health’s policies and procedures.
Ensure all front office staff follow protocols for data accuracy, patient confidentiality, and clinic professionalism.
Oversee the timely and accurate completion of RSA documentation by Office Admins.
Provide coaching and training on RSA processes and documentation standards.
Clinic Environment Oversight
Lead and supervise Office Admins in maintaining the cleanliness, organization, and presentation of all clinic sites.
Ensure that each Office Admin conducts regular walkthroughs of their clinic to assess physical space, address supply needs, and uphold cleanliness standards.
Monitor that front desk and common areas are consistently professional, welcoming, and in alignment with clinic expectations.
Coordinate with facilities staff and Office Admins to resolve cleanliness issues, report maintenance concerns, and ensure a safe clinic environment.
Oversee inventory management processes across sites, ensuring that Office Admins maintain orderly storage areas and proactively restock front office supplies.
Insurance Coverage and ABE Application Oversight
Oversee and ensure accurate and timely submission of Medicaid and other health coverage applications via the ABE Provider Portal.
Monitor uninsured patient rates and implement strategies to reduce them across the organization.
Maintain a centralized, trackable system for all insurance applications and documentation.
Follow up with patients and case managers to complete outstanding items.
Generate and present regular reports on coverage metrics to leadership.
Cross-Functional Collaboration
Serve as a key liaison between administrative, billing, and clinical departments.
Support patient-facing staff in resolving insurance-related issues quickly and effectively.
Step in as backup support during absences, covering the front desk, phones, appointment scheduling, and EHR tasks as needed.
Operational Support (as needed)
Provide coverage at clinic locations (Bucktown, Rogers Park, Gage Park) during staff absences or clinic needs.
Assist with scheduling, phone calls, patient communication, and EHR data entry as backup support.
Qualifications
Required:
Minimum 2 years of administrative experience in healthcare or mental health settings.
Previous experience in a lead, training, or supervisory role.
Strong understanding of front office operations, including EHR systems (preferably AthenaOne).
Familiarity with RSA level documentation and community mental health billing practices is strongly preferred.
Proficiency in Microsoft Office (Word, Excel, Outlook).
Excellent communication skills, especially in translating complex documentation into patient-friendly explanations.
Detail-oriented, dependable, and capable of managing multiple priorities independently.
Commitment to equity, inclusion, and service to under-resourced populations.
Preferred
Bilingual (Spanish/English) is a plus.
Associate or bachelor's degree in a related field (e.g., Health Administration, Social Services).
Work Environment
Primarily based at Bucktown and Lincolnwood locations.
Will travel to Rogers Park and Gage Park to provide coverage and training as needed.
Full-time role with standard business hours; occasional flexibility required for team or client needs.
Salary : $56,000 - $62,000