Office Manager / Creative Admin

Responsibilities:Front Office Operations:Manage front office team of 2-3 receptionists and 1-2 rotating medical student assistants.Report to Operations lead and Practice Owner.Collaborate with clinical staff to gather and verify patient information required for complete prior authorization submissions.Utilize AthenaHealth EHR to assist with patient check-ins, eligibility checks, billing management, and manage reports on office performance metrics.Answer phones, greet patients, and handle inquiries in a professional and courteous manner.Administrative Support:Provide administrative support to clinicians, including scheduling meetings, managing calendars, and preparing documents such as medical records requests for disability benefits.Maintain office supplies and equipment, ensuring a clean and organized work environment.Assist with tasks related to human resources, payroll, and other administrative functions, as assigned by Operations Lead.Prior Authorization Management (TMS, Spravato, medications):Track the status of prior authorization requests and proactively follow up with patients and insurance companies to expedite approvals.Maintain clear and organized records of all prior authorization activities.Communication and Collaboration:Effectively communicate with patients, healthcare providers, insurance companies, pharmaceutical liaisons and other stakeholders.Maintain clear and professional communication within the practice team.Demonstrate a collaborative working style and a willingness to assist colleagues.Organize monthly meetings to share office updates with clinicians, operations lead, front office personnel and practice owner.Requirements:High school diploma or equivalent required; Associate's degree in Business Administration or a related field preferred.Minimum 2 years of experience in a healthcare office setting.Proven experience in prior authorization management for medical procedures is a strong plus.Proficiency in Google Office Suite (Docs, Sheets, Meet/Chat) and electronic health record (EHR) systems is required.Excellent organizational, time management, and multitasking skills.Strong attention to detail and accuracy.Exceptional communication and interpersonal skills, with the ability to build rapport with patients and colleagues.Ability to work independently and take initiative is a MUST.Positive attitude, professionalism, and a commitment to providing exceptional patient care.Desired Skills:Knowledge of medical terminology and insurance coding.Experience working with Transcranial Magnetic Stimulation (TMS) is a plus.Experience in a fast-paced environment with a focus on efficiency and accuracy.
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