Medical Office Manager

About us

Welcome to HEALTHSTEAD PSYCHIATRY LLC, where we redefine mental health care as a holistic journey toward healing and empowerment. As a beacon of compassion and expertise, our clinic is poised to meet the diverse mental health needs of individuals navigating every stage of life. With a steadfast commitment to comprehensive services, we specialize in addressing the unique challenges faced by Children, adolescents, young adults, seniors and patients across various age groups.

The Office Manager serves as the operational leader of Healthstead Psychiatry LLC, providing daily support to the administrative team, front desk staff, and clinical providers. This role ensures efficient office operations while fostering a collaborative, patient-centered environment. The Office Manager acts as a liaison between providers, administrative staff, and patients, advocating for the needs of both patients and clinicians to ensure exceptional care and service.

Primary ResponsibilitiesStaff Leadership & Support

• Provide day-to-day supervision, guidance, and support to front desk and administrative staff.
• Serve as the first point of contact for operational questions, workflow concerns, and problem-solving.
• Assist with onboarding, training, and mentoring new employees.
• Promote teamwork, professionalism, accountability, and a positive workplace culture.
• Conduct routine performance check-ins and communicate staff concerns to leadership.
• Ensure employees understand and follow Healthstead Psychiatry LLC policies and procedures.

Provider Support

• Serve as the primary operational support for psychiatric providers and therapists.
• Help providers navigate scheduling concerns, patient communication, and workflow challenges.
• Coordinate with administrative staff to ensure providers have the resources needed to deliver quality care.
• Advocate for providers by identifying workflow improvements that reduce administrative burden and improve efficiency.
• Facilitate communication between providers and support staff to ensure seamless operations.

Patient Advocacy

• Serve as an escalation point for patient concerns, complaints, and service recovery.
• Ensure patients receive timely, compassionate, and professional assistance.
• Help resolve scheduling issues, billing concerns, and communication barriers.
• Promote a welcoming environment where patients feel respected, heard, and supported.
• Work collaboratively with providers to address patient concerns while maintaining appropriate clinical boundaries.

Front Desk Operations

• Oversee daily front desk operations to ensure smooth patient flow.
• Ensure appointments are scheduled accurately and efficiently.
• Monitor appointment confirmations, cancellations, reschedules, and no-show management.
• Ensure insurance verification, eligibility checks, and patient registration processes are completed accurately.
• Monitor copay and coinsurance collection procedures and payment reconciliation.
• Ensure phones, emails, and patient portal messages are handled promptly and professionally.

Clinical Operations Support

• Coordinate communication between providers, therapists, and administrative staff.
• Monitor completion of referrals, authorizations, laboratory orders, and clinical documentation workflows.
• Assist leadership in identifying workflow improvements that enhance patient care and operational efficiency.
• Support implementation of new systems, policies, and quality improvement initiatives.

Quality Assurance & Compliance

• Ensure compliance with HIPAA, OSHA, and company policies.
• Monitor adherence to scheduling standards, documentation timelines, and patient service expectations.
• Assist with quality improvement initiatives and operational audits.
• Report compliance concerns promptly to leadership.

Administrative Responsibilities

• Monitor office supplies and equipment.
• Coordinate facility maintenance requests.
• Assist with payroll-related attendance tracking and staff scheduling.
• Maintain operational reports and productivity metrics.
• Support special projects assigned by leadership.

Qualifications

• Bachelor's degree preferred; equivalent healthcare management experience considered.
• Minimum of 1 years of healthcare office management or medical practice leadership experience.
• Experience supervising administrative staff.
• Strong understanding of behavioral health or medical office operations preferred.
• Excellent leadership, communication, organizational, and conflict-resolution skills.
• Proficiency with electronic health records (Alma, Headway, or similar platforms), scheduling systems, and Microsoft Office/Google Workspace.
• Ability to multitask in a fast-paced outpatient behavioral health setting.

Core Competencies

• Leadership
• Compassion
• Professionalism
• Integrity
• Accountability
• Team Collaboration
• Patient Advocacy
• Provider Support
• Conflict Resolution
• Operational Excellence
• Critical Thinking
• Time Management

Performance Expectations

The Office Manager is expected to:

• Foster a positive, supportive, and respectful work environment.
• Maintain efficient office operations while supporting both administrative and clinical teams.
• Ensure patients receive outstanding customer service and timely assistance.
• Promote effective communication across all departments.
• Identify opportunities for operational improvement and implement solutions.
• Uphold the mission and values of Healthstead Psychiatry LLC while maintaining the highest standards of professionalism, confidentiality, and patient-centered care.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Benefits:

• Flexible schedule

Experience:

• similar: 2 years (Required)

Work Location: In person