Outpatient Office Manager

# Outpatient Office ManagerLightworks - Richmond, VA 23230## OverviewPosition TypeFull Time## Outpatient Office Manager**Position Summary**LightWorks Counseling & Wellness is seeking a motivated, highly organized, and forward-thinking Administrative Services Office Manager to serve as the operational backbone of our growing outpatient clinic. This is not a traditional administrative role—it is a key leadership position that directly supports the financial health, efficiency, and day-to-day functioning of the practice.The ideal candidate thrives in a fast-paced environment, takes initiative, and understands that strong front-end and back-end operations are essential to delivering high-quality care. This individual will serve as the first point of contact for clients and referral sources, ensure providers are credentialed and ready to bill, and act as a problem-solver across operations and revenue cycle processes.If you take pride in creating structure, solving problems, and keeping systems running smoothly—and understand the connection between excellent operations and excellent patient care—we encourage you to apply.**Key Responsibilities****Front Desk & Client Experience*** Create and maintain a welcoming, organized, and professional clinic environment* Serve as the primary point of contact for incoming calls, referrals, and general inquiries* Receive, screen, and process referrals from providers, agencies, and community partners* Coordinate and schedule new client intakes, ensuring appropriate provider matching* Collect and verify client demographic and insurance information at intake**Operations & Administration*** Oversee daily administrative operations, including office supplies, vendors, and facility needs* Develop and maintain efficient workflows, systems, and operational procedures* Manage staff schedules, room assignments, and shared calendars* Support onboarding of administrative staff and serve as a go-to resource for operational guidance* Maintain accurate electronic and physical records in compliance with HIPAA and organizational standards**Insurance Credentialing*** Manage end-to-end credentialing and re-credentialing for clinical staff* Prepare and submit applications to commercial insurers, Medicaid managed care organizations* Track application timelines and proactively follow up to prevent delays or lapses* Liaise with providers and payers to resolve credentialing issues* Maintain complete and up-to-date credentialing files and licensure documentation**Revenue Cycle & Billing Support*** Verify insurance eligibility and benefits to minimize front-end claim issues* Ensure accurate data entry to support clean claim submission* Collaborate with billing teams/vendors to resolve denials, rejections, and authorization issues* Monitor accounts receivable trends and escalate concerns to leadership* Assist with prior authorizations and payer requirements* Support collection of co-pays and client balances**Qualifications****Required*** Minimum of 3 years of experience in healthcare, behavioral health, or medical office management* Working knowledge of insurance credentialing (commercial and Medicaid payers)* Understanding of medical billing processes, including eligibility, authorizations, and denial management* Strong organizational skills with the ability to manage multiple priorities in a dynamic environment* Excellent communication and interpersonal skills* Proficiency with EHR systems and Microsoft Office Suite* Ability to handle confidential information with discretion and in compliance with HIPAA**Preferred*** Experience in outpatient behavioral health, mental health, or substance use settings* Familiarity with credentialing platforms such as CAQH or similar systems* Associate’s or Bachelor’s degree in Healthcare Administration, Business, or related field* Knowledge of Medicaid, Medicare, and managed care billing requirements* Experience supervising or mentoring administrative staff**Why Join LightWorks?*** Be part of a growing, mission-driven outpatient program* Play a key role in building systems that directly support quality care* Collaborative and supportive team environment* Opportunity to shape operational processes and grow with the organization**Compensation & Benefits**Shineforth has been an unwavering champion for children, teens, and families for more than 125 years. Our main campus is in Richmond, Va., and we offer nearly 20 programs at eight locations throughout Virginia. Work-life balance is critical to the health and well-being of our employees, which is why we offer full-time employees generous paid leave, 12 paid holidays, and comprehensive health benefits options that include vision, and dental. All Shineforth employees are eligible for our Employee Assistance Program, and a 401(k) with employer match at 30 days up to 7%.Diversity, Equity, and Inclusion (DEI) is at the forefront of all we do at Shineforth, and we maintain a culture of acceptance in which crucial conversations are encouraged. Shineforth doesn’t exclude anyone on the basis of race, color, national origin, gender, sexual orientation, genetic information, disability, religion, or economic background. $38,000 - $50,000 #J-18808-Ljbffr