Senior Mental Health Office Manager - Administrative Coordinator

Job Description

Job Description

At A New Day Family Counseling, we're dedicated to healing hearts, growing minds, and restoring relationships. As our Mental Health Office Manager, you'll play a pivotal role in supporting our diverse team of therapists and ensuring the smooth operation of our practice. Your leadership will empower our staff, allowing them to focus on providing top-notch care to clients. You'll be the backbone of our operations, overseeing office administration, coordinating schedules, and enhancing the client experience.

This is a hands-on leadership position. The Office Manager will oversee administrative operations and support the administrative team while also participating directly in daily functions, including answering phones, scheduling appointments, assisting clients, and processing referrals. The ideal candidate is comfortable moving between leadership responsibilities and front-office tasks as practice needs change.

$27 - $30 hourly

Leadership and Office Management

• Lead the daily operations of the practice and provide direction, support, and accountability to administrative staff.

• Monitor administrative workflows and ensure scheduling, intake, referrals, insurance verification, and client communications are completed accurately and promptly.

• Train, onboard, and support administrative employees.

• Develop and maintain efficient office policies and procedures.

• Address client concerns and resolve administrative problems professionally and tactfully.

• Communicate regularly with practice owners and clinical supervisors regarding staffing, workflows, and office needs.

Hands-On Administrative Support

• Answer incoming calls, respond to messages, and assist clients with questions.

• Schedule and reschedule appointments while remaining familiar with each clinician’s specialties, availability, and scheduling preferences.

• Process referrals and help match prospective clients with appropriate clinicians.

• Verify insurance benefits and communicate benefit information to clients before their first appointment.

• Enter accurate and complete information into client charts and upload documentation.

• Assist with billing questions, outstanding claims, payment tracking, and delinquent accounts in collaboration with the billing team.

• Prepare correspondence, take meeting minutes, and provide general clerical support.

• Assist with credentialing and clinician onboarding as needed.

• Help maintain an organized, welcoming, and professional office environment.

• Demonstrated willingness to work alongside the administrative team and provide direct coverage during busy periods, staffing shortages, and employee absences.

• Coordinate and optimize therapists' schedules to maximize client care and staff efficiency.

• Oversee client intake processes, ensuring a welcoming and supportive environment from the first interaction.

• Manage office communications, fostering clear and open channels between therapists, clients, and administrative staff.

• Implement and maintain office policies and procedures to support a safe, inclusive, and efficient workplace.

• Handle financial transactions and billing processes with accuracy and confidentiality.

• Support the recruitment and onboarding of new team members, ensuring a smooth transition into our practice culture and operations.

• At least 3 years of administrative experience in a medical, behavioral-health, or mental-health setting.

• At least 1 year of supervisory, team-lead, or office-management experience .

• Experience with appointment scheduling, intake coordination, insurance verification, referrals, and client communications.

• Working knowledge of HIPAA and maintaining confidential health information.

• Experience using an electronic health record or practice-management system.

• Strong organizational, interpersonal, written communication, and problem-solving skills.

• Ability to supervise administrative workflows while also answering phones, scheduling clients, and providing front-office coverage.

• High school diploma or equivalent.

Preferred qualifications

• Experience specifically in an outpatient mental-health practice.

• Familiarity with behavioral-health insurance, Medicaid and commercial insurance plans, claims follow-up, authorizations, and credentialing.

• Experience supervising, training, and evaluating administrative employees.

• Associate’s or bachelor’s degree in healthcare administration, business administration, psychology, social services, or a related area.

• Spanish-speaking ability.

• Experience with SimplePractice—or whichever EHR and phone systems you currently use.

• Medical administrative or practice-management certification.

Relevant certifications

• CMAA — Certified Medical Administrative Assistant , through the National Healthcareer Association.

• CPPM — Certified Physician Practice Manager , through AAPC.

• CMOM — Certified Medical Office Manager , through Practice Management Institute.

• Medical billing, coding, insurance, or revenue-cycle certification.

• HIPAA/privacy training certification

A New Day Family Counseling is a diverse, client- and family-centered mental health counseling practice offering an array of wellness and clinical services, including counseling, trauma-based treatments, child/teen therapy, family and couples therapy, equine therapy, and medication management. We value and offer a collaborative, inclusive, and diverse work environment. We conduct regular activities with our staff to cultivate this environment.

We believe in fostering a collaborative, inclusive, and diverse work environment, where every team member feels valued. With competitive pay, comprehensive health benefits, and modern tools at your disposal, you'll have the resources you need to succeed. Join us in making a meaningful impact on the lives of individuals and families, while advancing your career in a supportive and rewarding setting.