OFFICE MANAGER

Job Description

Job Description

JOB DESCRIPTION: PSYCHIATRIC PRACTICE OFFICE MANAGER

Position Title: Psychiatric Practice Office Manager
Company: 24-7 Shalom Psychiatry PLLC
Location: 9910 Indian School Rd NE, Suite 201, Albuquerque, NM
Employment Type: Full-Time
Department: Practice Administration and Operations
Reports To: Practice Owner / Clinical Director
Website: 7shalompsychiatry.com/

POSITION SUMMARY

24-7 Shalom Psychiatry PLLC is seeking an exceptional, highly organized, compassionate, and results-oriented Psychiatric Practice Office Manager to lead administrative operations at our Albuquerque, New Mexico location.

The ideal candidate will demonstrate outstanding leadership, excellent interpersonal skills, strong healthcare administrative expertise, and an unwavering commitment to patient satisfaction and operational excellence.

This individual will oversee daily office activities, coordinate administrative personnel, manage scheduling and patient communications, supervise insurance and billing workflows, support provider productivity, and contribute to the continued growth of our psychiatric practice.

PRIMARY RESPONSIBILITIES

1. Office Administration and Leadership

• Oversee daily administrative operations and ensure an efficient, welcoming, and professional clinical environment.

• Supervise assigned administrative employees and coordinate work schedules.

• Develop and implement efficient office workflows.

• Monitor office performance, operational challenges, and opportunities for improvement.

• Coordinate administrative operations between providers and support staff.

2. Patient Relations and Appointment Management

• Manage new patient registrations, appointments, cancellations, and follow-up scheduling.

• Coordinate psychiatric evaluations, medication-management appointments, psychotherapy sessions, and telehealth visits.

• Respond promptly and professionally to telephone calls, emails, and patient portal messages.

• Resolve administrative complaints with compassion, professionalism, and discretion.

• Promote excellent patient experiences and continuity of care.

3. Insurance, Billing, and Financial Coordination

• Verify patient insurance eligibility and benefits.

• Coordinate insurance authorizations and referrals.

• Monitor insurance claims, denials, outstanding balances, and billing follow-up.

• Coordinate copayments, deductibles, and self-pay transactions.

• Collaborate with billing personnel to improve collections and reduce administrative errors.

• Prepare operational and financial reports for practice leadership.

4. Electronic Health Records and Practice Technology

• Manage administrative workflows within Tebra/Kareo and other authorized practice systems.

• Maintain accurate patient demographics, registration records, and insurance information.

• Coordinate administrative documentation and medical record requests.

• Support effective telehealth scheduling and patient access.

• Ensure confidentiality and appropriate handling of protected health information.

5. Medication and Pharmacy Communication

• Coordinate medication refill requests and communicate them to authorized prescribing providers.

• Assist with pharmacy communication and prescription insurance authorizations.

• Follow practice policies concerning controlled-substance refill requests.

• Escalate medication-related concerns to clinical staff without independently making treatment decisions.

6. Compliance and Quality Improvement

• Support adherence to HIPAA, applicable New Mexico healthcare requirements, payer policies, and organizational procedures.

• Maintain organized administrative records and support regulatory audits.

• Coordinate staff training on confidentiality and administrative protocols.

• Identify opportunities to improve patient safety, operational efficiency, and service quality.

7. Practice Development and Growth

• Support patient outreach, referral coordination, and practice development initiatives.

• Maintain accurate practice information on approved digital platforms.

• Coordinate appropriate patient satisfaction surveys and feedback.

• Strengthen professional relationships with referring providers and community organizations.

• Assist leadership in expanding psychiatric services throughout New Mexico.

REQUIRED QUALIFICATIONS

• High school diploma or equivalent.

• Previous experience in medical office administration or healthcare practice operations.

• Excellent communication, leadership, organizational, and multitasking skills.

• Understanding of medical scheduling, insurance verification, and billing processes.

• Proficiency with computers and electronic office systems.

• Ability to maintain confidentiality and professional boundaries.

• Strong commitment to compassionate patient service.

PREFERRED QUALIFICATIONS

• Associate's or bachelor's degree in healthcare administration, business administration, or a related discipline.

• Three or more years of medical office management experience.

• Previous experience in psychiatry or behavioral healthcare.

• Familiarity with Tebra/Kareo EHR systems.

• Knowledge of New Mexico Medicaid, Medicare, commercial insurance, and behavioral health reimbursement.

• Experience supervising administrative employees.

• Familiarity with telepsychiatry and multi-provider healthcare operations.

PERFORMANCE EXPECTATIONS

The Office Manager will be evaluated on patient satisfaction, scheduling efficiency, insurance verification accuracy, billing coordination, employee performance, administrative documentation, operational compliance, and contributions to practice growth.

PROFESSIONAL COMMITMENT

At 24-7 Shalom Psychiatry PLLC , we are committed to delivering accessible, compassionate, confidential, and exceptional psychiatric services.

Our Office Manager must share this commitment and demonstrate the professionalism, integrity, leadership, and genuine compassion necessary to help individuals feel welcomed, respected, and supported throughout their mental healthcare journey.

24-7 SHALOM PSYCHIATRY PLLC
Albuquerque, New Mexico
7shalompsychiatry.com/

Compassionate Care. Professional Excellence. Peace of Mind.