Office Manager

Key Responsibilities

Office Operations

• Oversee day-to-day office operations to ensure smooth workflow.
• Manage office supplies, equipment, and facility maintenance, coordinating with vendors as necessary.
• Maintain compliance with health, safety, and privacy regulations (e.g., HIPAA).
• Update and enforce office policies and procedures.

Administrative Support

• Handle client inquiries via phone, email, or in person, ensuring a warm and professional demeanor.
• Manage client records, appointments, and billing using practice management software.
• Oversee insurance claims processing and follow-ups, ensuring timely reimbursements.
• Prepare and manage documentation, reports, and correspondence.

Staff Management

• Coordinate therapist schedules and ensure calendar optimization.
• Supervise administrative staff and delegate tasks effectively.
• Assist in onboarding new employees and coordinating staff training.
• Organize team meetings and maintain effective internal communication.

Financial Management

• Monitor office budgets, including tracking expenses and revenues.
• Manage payroll and ensure timely submission of timesheets.
• Assist with financial reporting and forecasting.

Client Experience

• Foster a welcoming and supportive environment for clients and their families.
• Address client concerns and resolve issues with sensitivity and efficiency.
• Support community outreach efforts to promote the center's services.

• 
  Proven experience in office management, preferably in a healthcare or therapy setting.
• Excellent organizational and multitasking skills.
• Strong interpersonal and communication skills.
• Proficiency with office software (e.g., Microsoft Office Suite, Google Workspace) and practice management tools.
• Knowledge of HIPAA regulations and insurance billing processes.

Preferred:

• Associate’s or Bachelor’s degree in Business Administration, Healthcare Management, or a related field.
• Experience working in a mental health or therapy-focused environment.
• Familiarity with electronic health records (EHR) systems.

Key Attributes

• Empathy and professionalism in interactions with clients and staff.
• Problem-solving mindset with attention to detail.
• Ability to manage sensitive and confidential information.
• Flexibility to adapt to a dynamic and growing environment.