Psychiatric Office Manager

Job Description

Job Description

Our nationally accredited team is currently seeking a Clinic Manager to provide clinic support to our Psychiatric team and care collaboration to current and future clients and their families!

Our Mission : At Transitions Counseling and Consulting, we provide accessible, skilled mental health services for children, teenagers, and adults at convenient locations throughout Arizona. Our mission is to provide safe, high-quality mental health services in an ethical environment that embraces diversity and to train the next generation of therapists to also do so competently and confidently. We strive to be an organization that others enthusiastically recommend to their friends, families, and colleagues – whether for treatment, training, or a career – based on our empathy, technical skill, and the support we give to one another and all those we serve.

What we provide:

We focus on taking great care of our team so they can focus on taking great care of our clients! We offer the following benefits for full-time employees:

• Competitive Compensation: $22.00-$24.00 per hour + Bonus Opportunities
• Generous Time Off : Receive 180+ hours off in your first year, including PTO, sick time, holidays, and your birthday.
• Comprehensive Health Coverage : Choose from multiple BCBS medical plans, including access to Blue365 for discounts on apparel, fitness, travel, and more.
• Dental & Vision Plans : Comprehensive coverage to keep you and your family covered.
• Retirement Savings : 401(k) to help you plan for the future.
• Health Savings Account (HSA) : Employer-matched contributions to support your healthcare needs.
• Dependent Care FSA : Tax-advantaged savings for childcare and dependent care expenses.
• Wellness Resources : Access to the Sharecare wellness platform for health tools, resources, and personalized support.
• Professional Growth: Advancement and specific focus opportunities
• Collaborative Culture: Join a team with a strong, supportive culture and robust back-office support for care coordination, scheduling, and billing.

What you'll do at work:

• Provide a warm welcome to clients both at check-in and through pre-appointment welcome calls.
• Answer live phone calls, respond to communications, and route inquiries appropriately.
• Support clients with patient portal setup and paperwork completion.
• Support and maintain a clean, organized, and welcoming office environment.

Scheduling and Psychiatric Coordination :

• Complete post-appointment scheduling and contact clients to reschedule missed appointments.
• Collect session copayments and ensure client payment methods are on file.
• Verify and document client insurance and demographic information.
• Accurately process records requests in a timely manner.
• Retrieve, organize, and upload client forms and assessments into the EHR.
• Maintain clear, up-to-date, and accurate documentation in client medical records.
• Processes pre-authorization requests with a focus on medication-related approvals, ensuring timely completion to support patient care.
• Coordinates and monitors lab test orders, ensuring results are promptly received, reviewed by providers, and effectively communicated to the clinical team and patients
• Communicates with pharmacy representatives to facilitate medication refills.

Facility Support :

• Serve as the administrative point of contact for licensing inspections, vendors, maintenance, and technology services.
• Conduct monthly safety inspections and coordinate semi-annual fire drills.
• Inventory and order clinic supplies as needed.
• Assist with onboarding and offboarding tasks, including greeting new team members, issuing/collecting keys, and reviewing safety protocols
• Support clinic response during crises and participate in emergency procedures when necessary
• Collaborate with clinical and administrative staff to support smooth daily operations.

Qualifications include :

• Minimum: High school graduate or equivalent
• Continuously maintain RMA or CMA certification in good standing.
• Experience in a healthcare or behavioral health setting preferred
• Experience working with an electronic healthcare record (EHR) preferred
• Strong basic computing skills with Microsoft Office programs (Word, Excel)
• Must have excellent organizational skills, ability to work well with frequent interruptions, and ability to communicate with a variety of others in a manner that is direct, clear, courteous, and tactful in person, by phone, and by email
• No suspension/exclusion/debarment from participation in federal health care programs (e.g., TriWest, TRICARE, Medicare, Medicaid, SCHIP, etc.)..
• Provide current level one fingerprint clearance card issued by the Arizona Department of Public Safety and renew as applicable.
• Continuously maintain active Cardiopulmonary Resuscitation (CPR) and first aid certification.

Transitions Counseling and Consulting conducts candidate evaluations, interviews, and hiring decisions with real people, not AI.