Office Manager

Office Manager

Empowering Wellness, Transforming Lives

Optima Medical Management Group is dedicated to enhancing the quality of life by promoting wellness. At Optima MMG and all of its divisions: Serene Health, Community Support, and American TrueCare, our mission is to provide comprehensive support and care that not only addresses immediate concerns but also fosters long-term well-being.

As pioneers in the field, we aspire to lead in member care outcomes and set new standards for excellence and innovation. We are committed to empowering our members to achieve self-sufficiency in health, creating a ripple effect that strengthens families and communities.

Our work culture at Optima MMG is built on pride, passion, and a collective commitment to making a positive difference in people's lives. Our team members are dedicated problem-solvers who bring their unique skills and perspectives to the table. We believe that by fostering a collaborative and supportive environment, we can unlock the full potential of our team and, in turn, provide the best possible care to our members.

A career at Optima MMG is an opportunity to be part of a dynamic and forward-thinking organization. We encourage continuous learning and professional growth, providing our employees with access to industry experts, cutting-edge technologies, and a supportive community that values each individual's contributions. Join us on this journey to not only advance your career but to be a driving force in transforming lives and communities through passionate and fulfilling work!

Job Summary:

The Office Manager is responsible for overseeing the daily administrative and operational functions of multiple Behavioral Health clinic locations in Tinley Park, Schaumburg, and Northbrook. This role ensures efficient clinic operations, regulatory compliance, high-quality patient experience, and strong team performance across all sites. The Office Manager serves as a key liaison between clinical staff, administrative teams, and leadership.

Supervisory Responsibilities:

• Oversee day-to-day operations across all assigned clinic locations
• Supervise front office staff, patient coordinators, and administrative personnel
• Conduct training, onboarding, and ongoing performance management
• Address staff concerns, resolve conflicts, and foster a positive work environment
• Partner with clinical leadership to support therapists and providers
• Act as liaison between sites and executive leadership
• Provide regular reporting on performance, staffing, and operational updates

Responsibilities:

• Ensure consistent workflows, policies, and procedures are implemented across sites
• Monitor clinic performance metrics (patient volume, scheduling efficiency, no-show rates, etc.)
• Identify operational gaps and implement process improvements
• Participate in marketing and meeting events
• Ensure high-quality patient experience from intake through discharge
• Oversee scheduling processes and ensure timely access to care
• Manage patient complaints and service recovery efforts
• Ensure compliance with state, federal, and organizational policies (HIPAA, OSHA, etc.)
• Support QA audits and ensure documentation standards are met
• Maintain readiness for audits, inspections, and accreditation reviews
• Monitor office budgets, supplies, and operational expenses
• Support billing coordination and ensure accurate insurance verification processes
• Track productivity and support revenue cycle efficiency
• Coordinate cross-functional initiatives with HR, IT, and clinical departments
• Performs other duties as assigned

Education and Experience:

• Bachelor's degree in healthcare administration, Business Administration, or related field preferred
• 3–5+ years of office management experience, preferably in healthcare or behavioral health
• Experience managing multiple sites strongly preferred

Required Skills/Abilities:

• Strong leadership and team management skills
• Excellent organizational and multitasking abilities
• Knowledge of healthcare regulations and compliance standards
• Proficiency with EHR systems (behavioral health platforms preferred)
• Strong communication and problem-solving skills
• Ability to travel between Tinley Park, Schaumburg, and Northbrook locations

Work Environment:

• Multi-site outpatient behavioral health clinics
• Fast-paced, team-oriented environment
• Requires regular travel between locations

Physical Requirements:

• Must be able to travel using personal vehicle to complete outreach visits. Mileage reimbursement for the use of your vehicle is at a standard rate.
• Prolonged periods of sitting at an office desk on the computer.
• Lifting: Able to lift up to 15lbs.

Pay range

$78,000 - $87,000 USD

Benefits

Our full-time employees are eligible for the following benefits enrollment after 60 days of employment:

Medical, Dental, & Vision Benefits: We have various insurance options for you and your family.

Short & Long-Term Disability Benefits: Protection when you need it most.

Voluntary Accident, Voluntary Critical Illness, and Voluntary Hospital Indemnity Plans: Added security for you and your loved ones.

Flexible Spending Accounts: Manage your finances with flexibility.

Employee Assistance Program (EAP): Support when life throws challenges your way.

401(K): Building your financial future with us. Effective after 1 year of employment.

Paid Vacation and Sick Leave: Flexibility for the planned and unplanned.

Paid Holidays: Quality time to enjoy celebrations.

Employee Referral Program: Share the opportunities and reap the rewards.

Company Discount Program: Enjoy savings on everyday expenses and memberships.

Equal Employment Opportunity

Optima Medical Management Group and its divisions are an Equal Opportunity Employer. Optima MMG is committed to providing employment opportunities for all qualified candidates without discrimination on the basis of race, religion, sex, sexual orientation, gender identity, age, national origin, citizenship, disability, marital status, veteran status, or any other characteristic protected by federal, state or local laws. Optima MMG is committed to providing reasonable accommodation for individuals with disabilities.

Pre-Employment

Optima Medical Management Group is a drug-free workplace. Employment is contingent upon a successful pre-employment drug screening and background check.