Office Manager of Small Mental Health Practice

Office Manager of Small Mental Health Practice in Bedford, MA

$25-$30 per hour, 25 hours per week

Hours will align with the school day. This position is ideal for a parent looking to work during school hours. The job is primarily in-person, but there will be some opportunity for hybrid-remote work if desired.

Creative Coping is a young and dynamic mental health private practice dedicated to promoting the emotional wellness of kids, teens, and adults in Bedford, MA. We are now hiring an Office Manager to join our amazing team!

Our mission is to bring affordable, accessible, in-person therapy services to kids, teens and adults in our community. We are proud to accept commercial insurance, offer after-school availability, and provide in-person therapy sessions. Our therapists are highly skilled, dedicated professionals who provide the highest quality of care to our clients and their families.

The Office Manager will work closely with the practice director, overseeing daily operations and handling business-side activities of the practice. This role is essential in ensuring smooth administrative processes, including scheduling, billing, and compliance, and providing excellent support to both clients and clinicians. The ideal candidate will have strong administrative skills, a proactive attitude, and believe in our mission.

The responsibilities owned by the Office Manager are:

General

• Work closely with the practice director to help the practice meet its business goals.
• Manage day-to-day operations and ensure the business runs smoothly.
• Communicate regularly with therapists about scheduling and client needs.

Client Experience

• Handle phone calls, emails, and other communications with clients and external providers.
• Coordinate with the Intake Clinician throughout the new client intake process.
• Ensure that client charts contain all the required forms and signatures.
• Support HIPAA compliance, and the confidentiality of our clients both in the office and when using electronic platforms.

Financial / Billing

• Support billing processes, including verifying insurance coverage and processing copayments.
• Communicate often with billing specialist about insurance claims.
• Proactively communicate billing and insurance issues with clients.
• Pay bills online and by mail.

Office Operations

• Order and manage office supplies and ensure the workspace remains organized
• Coordinate office space schedules and any changes to clinicians’ schedules
• Assist with onboarding new staff and clinicians, including setting up accounts and administrative access.
• Monitor office mail and the general email inbox, ensuring prompt responses to all inquiries

Requirements

Education and Experience:

• Bachelor’s degree preferred.
• Skills and experience in healthcare administration preferred.
• Experience in office management, operations management, or business operations a plus!

Skills and Abilities:

• Excellent organizational skills and attention to detail.
• Strong communication and customer service skills. Must possess the ability to be both assertive and diplomatic when communicating policies to clients.
• Ability to handle sensitive and confidential client and employee information.
• Strong computer skills are required. This position involves using multiple software applications.
• Excellent interpersonal skills, including the ability to establish and maintain effective relationships with clients, therapists, referral sources, remote staff, and contractors.
• Ability to use independent thinking and judgment when balancing multiple priorities.

Join us in making a positive impact on the lives of individuals and families!

Job Type: Part-time

Pay: $25.00 - $30.00 per hour

Expected hours: 25 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Application Question(s):

• Do you have any relevant skills or experience for this position? Please describe.

Ability to Commute:

• Bedford, MA 01730 (Required)

Work Location: Hybrid remote in Bedford, MA 01730

Salary : $25 - $30