Front Office Manager

About Us

We are a growing outpatient counseling center providing Substance Use Disorder (SUD) and Mental Health (MH) services at the Intensive Outpatient (IOP) and Outpatient (OP) levels of care. Our mission is to provide high-quality, ethical, and compliant behavioral health services while supporting our team and the clients we serve.We are seeking a highly organized, accountable, and proactive Office Manager to oversee daily administrative operations and ensure seamless coordination between clinical staff, referral sources, payers, and community partners.

Position Overview

The Office Manager is responsible for managing front office operations, coordinating referrals, handling record requests, maintaining compliance documentation, supervising administrative workflows, and supporting leadership in operational efficiency.This role is critical to ensuring regulatory compliance, timely reporting, insurance coordination, and professional communication with courts, probation, hospitals, and community agencies.

.Key ResponsibilitiesAdministrative & Operational Oversight

• Manage daily front desk and administrative operations
• Supervise and support front office staff
• Ensure accurate client intake, scheduling, and documentation flow
• Monitor productivity support systems for clinical staff
• Maintain organized, compliant filing systems (electronic and physical)

Records & Compliance ManagementOn a daily basis, the Office Manager is responsible for managing record requests received via fax and email, including:

• Insurance company record requests
• Probation departments (monthly reporting required)
• Courts
• Schools
• DJFS (Department of Job and Family Services)
• Social Security Disability
• Additional authorized third-party entities

Responsibilities include:

• Verifying proper releases of information
• Coordinating with clinicians for documentation completion
• Ensuring timely submission of required reports
• Tracking deadlines to maintain compliance

Referral Coordination

• Process and respond to patient referrals from:
• ProMedica
• Blanchard Valley Health System (BVH)
• DJFS
• CompPsych
• Insurance providers
• Community agencies
• Communicate with referral sources regarding intake status
• Ensure smooth onboarding and scheduling of new clients

Reporting & External Communication

• Ensure monthly probation reports are completed and submitted
• Communicate professionally with courts, case managers, and insurance representatives
• Support audit preparation and documentation requests
• Maintain HIPAA compliance at all times

Financial & Insurance Support

• Assist with insurance verification and benefit coordination
• Track outstanding documentation required for billing
• Support leadership in maintaining efficient revenue cycle operations

What We’re Looking For

• Strong organizational and time-management skills
• Experience in medical or behavioral health office management preferred
• Knowledge of HIPAA and confidentiality standards
• Ability to manage high-volume administrative tasks
• Strong written and verbal communication skills
• Experience working with insurance companies and third-party payers preferred
• Ability to prioritize competing deadlines
• Professional demeanor when interacting with courts, probation officers, and hospitals

Preferred Experience

• Behavioral health, SUD, or mental health setting
• EMR/EHR systems
• Insurance authorization processes
• Legal and probation reporting processes
• Supervisory experience

Why Join Us?

• Supportive leadership
• Meaningful work impacting individuals in recovery
• Growth opportunities
• Team-oriented environment
• Competitive compensation based on experience

Pay: $20.00 - $30.00 per hour

Work Location: In person