Front Desk Office Manager

Front Desk Manager Quantum Mental Health Wellness Center Location: Wyoming, Michigan, with local travel for outreach Position: Part-time employee, with a planned transition to full-time in 2027 based on practice needs and available funding Schedule: Approximately 25 hours per week; schedule established upon hire Starting pay: $20 per hour Reports to: Wylea Griggs, Founder & CEO Position Overview Quantum Mental Health Wellness Center is seeking an organized, welcoming, and dependable Front Desk Manager to coordinate daily office operations, support clients and clinicians, and strengthen community relationships. This position includes front desk administration, intake coordination, and community outreach. Responsibilities Front Desk & Office Operations - Welcome clients and respond professionally to calls, emails, and inquiries. - Schedule appointments and coordinate clinician availability. - Assist clients with intake forms and required paperwork. - Verify insurance eligibility and benefits and document information accurately. - Coordinate billing questions and follow-up with the billing team. - Track referrals, scheduling needs, and outstanding paperwork. - Maintain office supplies, administrative records, and organized workflows. - Support employee, contractor, and student onboarding. - Protect confidential information and follow Quantum's privacy and security procedures. - Direct clinical questions and urgent concerns to the appropriate clinician using established protocols. Community Outreach & Engagement - Build relationships with healthcare providers, schools, colleges, businesses, and community organizations. - Coordinate partnership meetings and follow up with referral contacts. - Represent Quantum at approved community events and networking opportunities. - Distribute approved promotional materials and information about services. - Maintain a community contact directory and outreach calendar. - Support workshops, presentations, social media, and distribution of Quantum's monthly magazine. - Track outreach activity and referral sources. Team Support - Communicate administrative updates to clinicians and leadership. - Help improve scheduling, intake, and referral procedures. - Participate in regular meetings with the Founder & CEO. - Prepare brief monthly reports on inquiries, scheduling, referrals, and outreach. Qualifications - High school diploma or equivalent required. - Experience in administration, customer service, healthcare support, or community outreach. - Strong communication, organization, and follow-through. - Ability to manage priorities and work independently after training. - Comfort using email, calendars, spreadsheets, and office software. - Professional judgment when handling sensitive information. - Ability to attend local outreach meetings and events. Preferred Qualifications - Experience in a medical or mental health practice. - Familiarity with TherapyNotes or another electronic health record system. - Experience with insurance verification, billing coordination, or community partnerships. - Bilingual skills welcomed.