Office Manager

Job Description

Job Description

The Office Manager is responsible for the day-to-day administrative operations of a growing outpatient behavioral health practice. This position ensures the office runs efficiently while providing exceptional support to clinicians, clients, and administrative staff. The ideal candidate is highly organized, detail-oriented, professional, and able to manage multiple priorities in a fast-paced healthcare environment.

Primary Responsibilities

Office Operations

• Oversee daily office operations and workflow.
• Supervise front office and administrative staff.
• Develop and maintain office policies and procedures.
• Coordinate office supplies, equipment, and vendor relationships.
• Maintain a professional, welcoming office environment.

Clinician Support

• Serve as the primary administrative contact for clinicians.
• Assist with onboarding new providers.
• Coordinate office space, schedules, and operational needs including office space. 
• Provide support with technology and practice management systems.

Credentialing & Provider Enrollment

• Coordinate credentialing and recredentialing with commercial insurance companies and government payers.
• Track credentialing applications, renewals, and provider licenses.
• Maintain CAQH profiles and provider documentation.
• Ensure providers remain compliant with payer and licensing requirements.

Human Resources Support

• Assist with recruitment, interviewing, onboarding, and orientation of new employees and independent contractors.
• Maintain personnel records and required documentation.
• Coordinate training and compliance requirements.

Billing & Administrative Coordination

• Work closely with the billing department to resolve administrative issues.
• Monitor insurance authorizations and provider enrollment status.
• Assist with payroll preparation and administrative reporting.
• Generate reports as requested by leadership.

Client Services

• Ensure exceptional customer service for clients and referral sources.
• Assist in resolving scheduling and administrative concerns.
• Support efficient communication between clinicians, clients, and staff.

Compliance

• Maintain HIPAA compliance and confidentiality.
• Assist with accreditation and regulatory requirements.
• Ensure policies and procedures comply with applicable healthcare regulations.

Qualifications

• Bachelor's degree preferred (or equivalent work experience).
• Previous office management or healthcare administrative experience preferred.
• Experience in behavioral health or medical practice management is a plus.
• Credentialing experience is preferred but not required; training will be provided for the right candidate.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Proficiency with Microsoft Office, Google, and practice management software.
• Ability to maintain confidentiality and exercise sound judgment.

Desired Qualities

• Honest and dependable.
• Highly organized with exceptional attention to detail.
• Strong problem-solving skills.
• Positive, professional attitude.
• Ability to work independently and take initiative.
• Comfortable adapting to growth and change.
• Passion for supporting high-quality mental health care.