Office Manager

Office Manager|Alaska Behavioral Health
Steven A. Cohen Military Family Clinic

Who We Are

Our mission is to strengthen Alaska communities and improve the lives of our clients by delivering exceptional behavioral healthcare services.

We believe all Alaskans, with all mental health and addiction needs should have access to the best possible care. We are committed to helping Alaskan’s recover.

About the Team

With a multidisciplinary team of psychiatrists, psychologists, licensed clinical social workers, licensed chemical dependency counselors, case managers, and veteran outreach workers, the clinic offers high-quality, evidence-based, and personalized outpatient mental health treatment tailored to meet the specific needs of veterans, particularly those from the Iraq and Afghanistan wars, and their families. The Cohen Clinic is part of the Cohen Veterans Network, a national nonprofit (501c3) network of clinics.

As such, we seek a detail-oriented, organized and analytical leader who will excel at the duties and responsibilities outlined below.

What You’ll Do

• Ensuring that the Clinic is in compliance with policies and procedures regarding fiscal operations
• Working as the liaison between the three clinic locations and the CVN Billing Department.
• Managing the Clinic’s fiscal operations (i.e., budgeting, accounts receivables and payables, reconciliations, financial reporting, etc.)
• Working with the Intake Coordinator, Lead Clinician, and Clinic Director to coordinate the managed care billing process, managing local relationships with 3rd party insurance and ensuring that the Clinic is in compliance with contractual and reimbursement policies.
• Assisting clients with billing-related matters; assisting clients and/or staff in resolving insurance-related problems
• Establishing policies and procedures regarding clinic operations.
• Collaborating with clinic staff and the Cohen Veterans Network around financial data collection, trend analysis, research, reporting, etc.
• Work with AKBH and CVN personal to ensure compliance and adherence to CARF standards.

Appointment Scheduling & Client Support

• Supervise scheduling tasks to prevent conflicts and ensure all client needs are met.
• Manage medical provider schedules, including morning and late-day appointments.
• Oversee child watch, interpreter, and transportation scheduling when these services are available.
• Address escalated client appointment needs or issues promptly.

Billing Management

• Approve monthly statements and oversee weekly billing, audit, denial, and suspense reports.
• Train reception staff on report management and error correction processes.
• Ensure timely upload of authorizations and proper training for staff designees.
• Engage with clients to resolve billing or insurance-related queries.
• Coordinate with referral agencies and handle client requests for CC fund reviews.

Administrative Duties

• Ensure phones are answered and voicemail systems are managed efficiently.
• Approve office supplies and maintain adequate stock of coffee and lobby materials.
• Oversee facility operations, including record requests, discharge letters, and community room calendar updates.
• Collaborate with the leadership team to maintain high standards of client care.
• Serve as an active CQI (Continuous Quality Improvement) team member.

Referral Management

• Monitor and update the clinic’s waitlist to ensure timely follow-ups.
• Address escalated new client inquiries and maintain communication through the clinic’s email inbox.

Staff Supervision

• Lead and manage all reception staff, ensuring task completion and high-quality client service.
• Conduct training sessions for staff on clinic operations and updates to procedures.

Shared Responsibilities with Reception

• Assist with phone management, including answering calls, switching lines, and returning voicemails.
• Maintain lobby cleanliness and ensure the coffee station is well-stocked.
• Handle client communications to ensure timely paperwork and appointment management.

Good To Know

• Position can be based in Fairbanks or Anchorage, Alaska
• Full-Time, Exempt
• Pay Range is $56,104 to $72,607. Eligible for up to $17,000 in incentive with the average being $6,600
• Student Loan Repayment and Tuition Assistance is Available – Professional Growth is encouraged!
• AKBH offers generous benefits including two healthcare options for employees and their dependent children, 401k with immediate vesting and up to 5% match, 3% automatically contributed by AKBH, and 5 weeks of PTO for the first year, and 8 weeks of PTO after the first year.

What We Need from You

• Associate or Bachelor’s degree in healthcare administration, business management, or a related field preferred.
• Minimum of 1 year of experience in administrative or office management roles, preferably in a healthcare setting.
• At least 5 years of experience working with 3rd-party payers, coding, billing, posting, and adjudication of claims
• At least 3 years of experience collecting, analyzing and reporting financial data
• Demonstrated knowledge about the appropriate and effective use of protected health information, the Health Insurance Portability and Accountability Act of 1996 and the Health Information Technology for Economic and Clinical Health Act.
• Excellent customer service
• Must been able to work independently or as part of a team, anticipate problems and generate solutions and demonstrate flexibility and sensitivity when engaging with staff and clients
• Excellent written and oral communication skills; ability to digest and distill complex subjects into clear messages

Alaska Behavioral Health is an Equal Opportunity Employer.