Job Description
Position Summary The Office Manager is responsible for overseeing the daily administrative operations of the behavioral health office to ensure efficiency, organization, compliance, and professionalism across all departments. This role supports clinical and administrative staff by managing office systems, scheduling coordination, communication processes, documentation workflows, and operational oversight. The Office Manager plays a critical role in maintaining a structured, client-centered, and compliant environment that supports high-quality behavioral healthcare services. The ideal candidate demonstrates strong leadership, problem-solving abilities, organizational skills, professionalism, and the ability to manage multiple priorities in a fast-paced behavioral health setting. Essential Duties and Responsibilities Administrative Operations Oversee day-to-day office operations and ensure smooth workflow throughout the organization. Maintain office organization, supplies, equipment, and administrative systems. Develop and implement operational procedures to improve efficiency and accountability. Ensure front office professionalism and positive client experience. Monitor staff schedules, office coverage, and administrative task completion. Coordinate communication between clinical, medical, CPSW, CCSS, and administrative departments. Scheduling and Coordination Oversee staff calendars, scheduling systems, transportation coordination, and appointment management. Ensure providers maintain accurate schedules and documentation time. Assist with coordination of client appointments, intakes, transportation requests, and referrals. Monitor attendance patterns and assist with follow-up procedures for missed appointments. Compliance and Documentation Support compliance with HIPAA, Medicaid, state regulations, and company policies. Assist in maintaining organized client records and administrative documentation. Monitor completion of required forms, consents, releases of information, and office documentation standards. Help ensure documentation workflows are completed accurately and within required timeframes. Maintain confidentiality of client and organizational information at all times. Staff Support and Oversight Provide administrative support to leadership and clinical staff. Assist with onboarding processes, staff communication, and operational training. Monitor staff adherence to office procedures and scheduling expectations. Assist leadership with operational problem-solving and workflow management. Participate in staff meetings, operational planning, and process improvement initiatives. Financial and Office Support Assist with billing coordination, insurance verification processes, and operational tracking as directed. Monitor office expenses and maintain inventory of office supplies and resources. Support administrative preparation for audits, credentialing, and compliance reviews. Ensure operational systems are functioning efficiently to support revenue cycle processes. Client Relations Maintain professional interactions with clients, families, referral sources, probation officers, community agencies, and external partners. Assist in resolving client concerns in a professional and trauma-informed manner. Support a welcoming and respectful office environment for all individuals served.