Office Manager

JOB DESCRIPTION

Job Title: Clinical Office Manager

Overview: We are seeking an experienced medical office manager to oversee the day-to-day administrative operations of a behavioral health practice specializing in addiction recovery. Chief responsibilities include managing staff, scheduling appointments, maintaining patient records, handling billing and insurance claims, ensuring compliance with healthcare regulations, and coordinating patient care, all while maintaining a smooth and efficient office environment. Some training, mentoring, and supervision may be required. The successful candidate will report to the Chief Financial Officer, partnering with the executive staff to develop procedures to maintain operations across multiple sites in a multi-state environment.

The ideal candidate will combine strong communication and leadership skills with a commitment to addiction recovery.

Key Responsibilities:

• Staff management:
• Hiring, training, supervising, and scheduling administrative staff. 
• Partner with operations and clinical leadership in coordination of counseling and coaching staff.
• Assist in tracking and verifying 1099 invoicing and payment.
• Patient appointment scheduling:
• Coordinate patient appointments to optimize workflow and minimize wait times. 
• Minimize no-shows by coordinating reminder activities.
• Patient registration:
• Verify patient information and insurance eligibility. 
• Assist in registration of patients lacking proper coverage.
• Manage patient intake process.
• Medical record management:
• Maintain accurate and up-to-date patient records, including electronic health records (EHR). 
• Track and manage the client evaluation process.
• Billing and insurance operations:
• Process insurance claims
• Manage patient billing
• Ensuring accurate coding. 
• Ensure adherence to all submission guidelines.
• Office operations:
• Order and maintain supplies
• Manage office equipment and maintenance schedules
• Ensure a clean, safe, and organized workspace. 
• Compliance management:
• Ensure adherence to HIPAA regulations
• Ensure adherence to all applicable state and federal healthcare laws, and internal and external practice policies. 
• Financial management:
• Monitor office budget.
• Track expenses.
• Prepare financial reports. 
• Communication:
• Interact and maintain good relations with patients, physicians, insurance companies, and other healthcare providers. 
• Quality improvement:
• Develop and implement procedures to improve patient care and operational efficiency. 

Required Qualifications:

• Bachelor’s degree in a related field. Proven successful experience can be substituted for education.
• Strong organizational and administrative skills: Ability to manage multiple tasks efficiently and prioritize work effectively. 
• Behavioral Health terminology knowledge preferred: Understanding of basic terms and healthcare procedures. 
• Excellent communication skills: Ability to interact clearly and professionally with patients, staff, and healthcare providers. 
• Computer proficiency: 
• Experience with electronic health records (EHR) systems
• Practice management software
• Billing platforms. Knowledge of Therapy Notes, ICANotes and Office Ally a plus.
• Customer service skills: Providing excellent patient care and resolving issues promptly. 
• Proven leadership abilities: Supervising and motivating staff, delegating tasks, and motivating team members. 
• Knowledge of healthcare regulations: Familiarity with HIPAA, coding guidelines, and relevant state laws. 

Additional Information:

• Competitive compensation package including benefits and opportunities for professional development.
• Job This position is primarily remote with regular visits to office sites and occasional travel in and out of state.
• Colorado residents (or those willing to relocate to Colorado) will be given preference.

Application Process:

Interested candidates should submit a resume and cover letter highlighting their qualifications and relevant experience as well as three professional references with their contact information. We are seeking a motivated and visionary leader who is passionate about making a meaningful impact in the field of mental health through peer coaching.

Job Type: Full-time

Pay: $26.44 - $31.25 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift

Education:

• Associate (Required)

Experience:

• Medical billing: 2 years (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Colorado Springs, CO 80909 (Required)

Work Location: In person

Salary : $26 - $31