Therapy Office Manager

Encircle is a non-profit organization on a mission to bring families and communities together to enable LGBTQ youth to thrive. Our guiding philosophy, "No Sides, Only Love," forms the bedrock of all our programs, services, and activities. If you are seeking to join a team of driven and friendly individuals dedicated to making a difference, you have found the right place. 

About Encircle Therapy:

Encircle Therapy was created as an integral component of the life-saving and affirming programming Encircle provides to help LGBTQIA youth and their families thrive. Encircle Therapy facilitates healing by providing ethical, affordable, and evidence-based mental healthcare for LGBTQIA youth navigating the intersection of identity development within a cis/heteronormative culture and religiously conservative communities.

We value diversity of experience and training, and recognize the resilience of those who are underrepresented and systematically oppressed. We continue to work towards anti-oppressive hiring practices, employment environments, and policies. We welcome applicants of all backgrounds, ethnicities, and identities, who are passionate and thoughtful about supporting the mental health of our LGBTQIA community.

Job Summary:

Encircle Therapy is seeking a dedicated and organized Therapy Office Manager to oversee the daily administrative operations of the therapy clinic. The Therapy Office Manager will play a key role in ensuring smooth client intake, appointment scheduling, insurance verification, and communication with both clients, clinicians, clinical directors, and Northland Billing. This position involves coordinating with the billing team, managing client information, and supporting financial assistance programs like the Encircle Therapy Assistance Grant (ETAG). The ideal candidate will be detail-oriented, client-focused, and possess strong multitasking skills. They will ensure our office runs efficiently while maintaining excellent communication with clients, therapists, and the billing department.

This position is primarily remote/home-based, with occasional in-person work required at our Encircle locations (primarily Salt Lake and Utah county). Ideal candidates are located in Salt Lake City or the surrounding area for participation in events and meetings at or near Encircle homes. This is a full time position Monday - Friday. The starting annual salary for this position is $50,000 to $55,000, depending on experience. Compensation package also includes paid holidays, PTO, and medical/dental/vision benefits.

Responsibilities:

• Client Intake and Scheduling:
  • Manage intake process for new clients, including collecting and entering client information into the system.
  • Schedule intake consultations and initial therapy appointments for new clients, ensuring they are matched with providers in their insurance network.
  • Respond to emails and phone calls promptly, addressing scheduling inquiries and changes.
• Client Information Management:
  • Complete client profiles in AdvancedMD, ensuring all critical details are documented, such as client pronouns, insurance information, emergency contact information, billing notes, and copayments.
  • Scan and upload client documentation, including identification cards and insurance cards.
• Insurance and Billing Coordination: 
  • Conduct eligibility checks for all clients to verify coverage with insurance (including medicaid), copays, and other insurance details prior to their appointments (daily).
  • Assisting clients with getting access to medicaid assistance through our third party 
  • Provide an Explanation of Benefits (EoB) to all insured clients upon admission to therapy services.
  • Process copays daily and payments after verifying the client’s attendance at their scheduled session.
  • Act as a liaison between the Billing team (NBS) and clients, obtaining and updating any necessary information such as insurance details, addresses, or other billing-related requests.
  • Obtain necessary pre-authorization from insurance companies for therapy services.
  • Collect and maintain accurate client billing information and clinical paperwork, including updates as needed (yearly or semi-annually)
  • Follow up on outstanding balances from clients, ensuring timely payments for clients using credit cards.
• ETAG (Encircle Therapy Assistance Grant) Program:
  • Assist clients in applying for the ETAG program, sending applications, gathering required financial documentation, and determining eligibility in coordination with the Encircle team.
  • Track the progress of ETAG applications and report relevant details to the Billing team.
• Office Administration:
  • Maintain an organized office environment by managing supplies, equipment, and resources.
  • Support therapists and clinical staff by coordinating schedules, assisting with client documentation, and ensuring the office is prepared for daily operations.
• Collaboration and Communication:
  • Facilitate communication between the therapy team, billing team, and clients to ensure seamless operations.
  • Attend and contribute to team meetings as needed.

Qualifications:

• Education:
  • High school diploma or equivalent required; Associate or Bachelor’s degree preferred.
• Experience:
  • 4 years of experience in an administrative or office management role, preferably in a healthcare or therapy environment.
  • Experience with client scheduling, insurance verification, and billing coordination is highly desirable.
  • Understanding or willingness to learn about LGBTQIA individuals to ensure the implementation of affirming care practices. 
  • Proficiency in office software (e.g., Google Workspace, Microsoft Office) and familiarity with EHR (Electronic Health Record) and PM (practice management) systems – one similar to AdvancedMD.
• Skills:
  • Excellent communication and interpersonal skills.
  • Strong organizational and time-management abilities.
  • Ability to multitask and manage a variety of tasks efficiently. 
  • Flexibility to learn and adapt to new challenges including learning new systems, implementing new programs, adapting to new policies, and adhering to all federal and state laws as they arise. 
  • Strong technology ability and can quickly learn new software.
  • Detail-oriented with a strong focus on accuracy and compliance, especially regarding client confidentiality and HIPAA regulations.
  • Willingness to be trained and certified in compliance standards in the healthcare field.