Office Manager, Outpatient Mental Health Center

This is a department level manager position requiring general and specific knowledge of records management, data management, office management and related activity. The Office Manager is responsible for daily operations of the office staff and provides support to providers. Primary responsibilities include oversight of support staff and management of their job responsibilities; oversight of provider scheduling, management of provider caseloads, appointment management (reducing the NS rate), maintain personnel records, assistance with the maintenance of the EHR records and management of the office environment.

Principal Responsibilities and Duties:

• Provide direct management to front desk staff. Provide feedback and reinforcement of teamwork as required.


• Hire, train, and supervise all administrative support staff to ensure exceptional customer service and compliance with administrative workflows.


• Provide technical on-boarding and on-going assistance to all clinical providers and interns in carrying out their administrative tasks (credentialing, scheduling, electronic documentation, timesheets, reimbursements, participation in required meetings and trainings).


• Oversee the timely completion of client eligibility and insurance authorizations, ITPs, letters to clients, and discharges.


• May work in collaboration with prescribers to ensure accuracy and efficiency of medication authorization and refills as well as assignments as needed.


• Assure all policies and procedures are being followed by front desk staff at all times.


• Monitor and approve invoices for payment.


• Maintain and reconcile cash.


• Provide assistance to staff in maintaining accurate records in electronic data systems; assure ongoing adequacy of client records for audit readiness.


• Maintain documentation of administrative and staff meetings.


• Provide oversight of maintenance of physical facility and office equipment to ensure clean, safe, and therapeutic environment.


• Conduct Fire Drills and Quarterly specialized drills as required by CARF.


• Oversees safety and security of the office. Oversees office maintenance.


• Perform other duties as assigned or needed.

Knowledge, Skills, and Abilities Required:

• Bachelor’s degree in business administration or relevant field; relevant experience without a Bachelor’s Degree may be considered with the possession of a High School Diploma (or equivalent). Experience in office administration and staff supervision in a health care setting preferred.


• Intermediate computer skills required. Experience with Microsoft Office recommended, EMR systems a plus.


• Ability to manage administrative support staff and ensure all tasks are completed in a timely manner with little to no supervision.


• Knowledge of Medicaid, Medicare, and/or Maryland Public Mental Health System a plus.


• Ability to maintain appropriate boundaries and to maintain HIPPA Privacy regulations at all times.


• Excellent oral and written communication skills; excellent organizational skills and attention to detail; ability to multi-task in fast-paced work environment.


• Demonstrated ability to encourage teamwork and support office morale.


• Ability to take initiative and work independently.


• Experience with general computer and database software; previous experience with electronic health record a plus.


• Working Conditions: Note: Reasonable accommodations may be made to enable a qualified individual with a disability(s) to perform the essential functions of this position.


• Normal office environment, where there is no physical discomfort due to temperature, dust, noise, or smoke.


• Employee must be able to perform the duties of the job description as verified by the employee’s health statement.