Clinic Office Manager

Job Description

Job Description

Summary

The Office Manager is responsible for the day-to-day administrative operations of the behavioral health clinics managed by Epiphany Health. Reporting to the Director of Operations, this position supports clinic operations through client services, scheduling, provider credentialing and payer enrollment, office administration, and coordination of routine operational activities.

The Office Manager serves as a key administrative resource for clinical team and management staff and helps maintain an organized, efficient, and professional clinic environment. This position requires strong communication, customer service, organizational, and technical skills, as well as the ability to work independently, exercise sound judgment, and resolve routine administrative, technology, and operational issues.

Position Essential Functions

• Oversee the day-to-day operations of the clinics, ensuring administrative processes are completed accurately and efficiently.
• Collaborate with the Director of Operations to support clinic operations, including the implementation of technology, workflow, and process improvement initiatives.
• Maintain a safe, organized, and efficient clinic environment, including managing inventory, receiving and restocking supplies, ensuring clinic spaces are clean and free of hazards, and preparing the clinics for daily operations.
• Provide administrative support to clinical teams, including scheduling appointments, registering clients, maintaining client records, assisting with client portal access, collecting and maintaining payment information, coordinating with vendors, assisting with insurance claim resolution, and performing general office duties such as filing, scanning, faxing, photocopying, and data entry.
• Handle incoming calls, emails, and inquiries, providing timely and accurate information to clients, providers, insurance companies, and other stakeholders.
• Administer and maintain provider credentialing, recredentialing, and payer enrollment activities.
• Serve as the primary point of contact for resolving administrative, technology, and operational issues that arise throughout the day. Troubleshoot routine system issues for clients and clinicians and coordinate with vendors or management as needed to ensure timely resolution.
• Prepare and distribute written and verbal communications to clinical and management staff.
• Identify operational issues and workflow inefficiencies and recommend practical solutions.
• Support a collaborative, professional, and ethical workplace culture through effective communication, teamwork, and accountability.
• Perform other job-related duties as assigned.

Position Qualifications

• Reliability : The trait of being dependable and trustworthy.
• Customer Focus : Ability to take care of the customers’ needs, following company procedures.
• Accountability: Ability to accept responsibility for his/her actions. 
• Ethical : Ability to demonstrate conduct conforming to a set of values and accepted standards.
• Friendly : Ability to demonstrate a cheerful demeanor towards others. 
• Responsibility: Ability to be held accountable or answerable for one’s conduct.
• Autonomy : Ability to work independently with minimal supervision.
• Initiative : Ability to make decisions and take actions independently.
• Judgment : Ability to form a sound decision using the available information.
• Motivation : Ability to inspire oneself and others to reach a goal and/or perform to the best of their ability.
• Adaptability : Ability to adapt to change in the workplace.
• Analytical Skills : Ability to use thinking and reasoning to solve a problem. 
• Self-Motivated : Ability to be internally inspired to perform a task to the best of one’s ability using their own drive or initiative.

Skills & Abilities

• Education: Associate degree or equivalent work experience required. Healthcare administration, business administration, behavioral health, or related education preferred. Relevant experience may be substituted for formal education.
• Experience: Experience with medical scheduling, insurance verification, credentialing, electronic health records, or healthcare administration strongly preferred.
• Technical Skills: Proficient in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) or comparable Microsoft Office applications. Ability to learn and effectively use practice management and electronic health record (EHR) systems. Experience with healthcare technology platforms, including EHRs, patient portals, scheduling systems, insurance verification tools, and credentialing platforms preferred. Strong data entry, attention to detail, and ability to troubleshoot routine technology issues independently.
• Other Requirements: To perform this job successfully, an individual must be able to perform essential duties satisfactorily and maintain regular, consistent and punctual attendance in accordance with assigned schedule. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

We are a comprehensive healthcare management provider, taking the business out of healthcare for individuals and specialty practice groups across the country.

Company Description

We are a comprehensive healthcare management provider, taking the business out of healthcare for individuals and specialty practice groups across the country.