Quest Counseling and Wellness is a group practice offering trauma-informed care to adolescents, adults and couples. We are dedicated to delivering excellent therapy services to our community, and excellent therapy requires an exceptional team. We are seeking a highly organized and motivated individual to fill the position of Office Manager with us.

Position Summary

In this pivotal role, the Office Manager will serve as a leader overseeing the comprehensive operations of the office and manage staff. They will actively contribute to the development and implementation of the vision and strategy for future growth. The Office Manager will play a crucial role in ensuring the smooth and efficient operation of our office, supporting the overall functioning of the organization. This position requires a candidate with strong administrative and managerial skills, as well as a commitment to promoting a positive and supportive work environment within the mental health field. This is a part-time, W-2 employment position. You will report to and work closely with the owners of the organization.

Responsibilities:

Administrative Management:

• Oversee day-to-day administrative tasks, including filing, data entry, and record keeping, social media activity.
• Coordinate office activities and operations to secure efficiency and compliance with the organization’s policies.
• Ensure smooth operations, minimize wait times, improve cycle time/client waiting time, and enhance scheduling efficiency.
• Act as a client advocate, addressing inquiries and concerns regarding office functions and services. Discuss complex client concerns with upper management when necessary.
• Assist administrative staff in resolving day-to-day operational challenges and seek feedback from the team on operations.
• Develop and manage schedules for staff to optimize office operational efficiency.
• Create, run, and manage various reports for all staff.
• Assist with enrollment, credentialing, and re-credentialing of clinical staff with insurance companies
• Perform various clerical tasks as needed, including filing, faxing, photocopying, scanning, collating, data entry, website content and management, and maintenance of client files.
• Maintain regular, consistent, and punctual attendance in accordance with the assigned schedule and time-off policies.

Financial Management:

• Extract, review, and interpret insurance EOBs, charge information, allowed amounts per fee schedule, insurance benefits related to payment, and other relevant information while assisting in resolving and maintaining accurate client account balances.
• Accurately post insurance payments, write-offs, adjustments to client accounts, and be familiar with deductibles, co-pays, co-insurance, and out-of-pocket maximums.
• Perform follow-up with clients and insurance companies to collect unpaid balances and significantly reduce/eliminate overdue outstanding balances owed by insurance companies and/or clients. Issue refunds when needed.
• Reconcile daily charges/collections and oversee accurate documentation of client account activity.

Human Resources Support:

• Assist in the recruitment and onboarding process for new team members.
• Maintain employee records and facilitate communication between management and staff.
• Collaborate with upper management in recruiting, training, hiring, supervising, and, if necessary, terminating.
• Be a leader to our team; manage our staff members to support them following policies and procedures, assigned tasks, in a timely manner.
• Mentor staff to enhance their skills and capabilities.

Facility Management:

• Supervise office maintenance, ensuring a safe, clean, and comfortable working environment.
• Manage inventory and procurement of office supplies.

Communication and Coordination:

• Facilitate effective communication flow within the office.

Compliance and Policy Adherence:

• Review and assess the practice's policies and procedures, providing recommendations for continued compliance and enhanced effectiveness/efficiency of systems.
• Ensure adherence to relevant State mental health rules and regulations.
• Collaborate with leadership to implement and update office policies.

Skills Required

• Outstanding supervisory, interpersonal, organizational, verbal, and written communication skills
• Meticulous attention to detail
• Proven ability to take initiative and swiftly problem-solve with efficiency
• Strong team player mentality
• Capability to represent oneself and the company in a highly professional manner
• Proficiency in using technology and various programs, including Microsoft Excel, Word, and web-based applications

Job Qualifications:

• Proven experience in office management, preferably in a mental health or healthcare setting.
• Ideally, but not required, experience in insurance billing and accounts receivable.
• Proficiency in using computers and office software, as well as business office equipment required to perform job duties.
• Traits: Strong work ethic, dependable, detail oriented, timely, reliable, organized, communicative, compassionate, flexible, open-minded, and efficient.

Communication: 

• Excellent communication and interpersonal skills, is comfortable with receiving and speaking in a direct communication style
• Adherence to the highest levels of confidentiality regarding HIPAA standards.
• Prior experience using an Electronic Health Record (EHR) system.
• Knowledge of mental health regulations and compliance standards is a plus.

Benefits:

Opportunities for professional development.

A supportive and collaborative work environment focused on mental health and well-being.

Private practice feel

Work-life balance

If you are a dedicated and detail-oriented individual with a passion for contributing to the mental health field, we invite you to apply for the Office Manager position at our agency. Please submit your resume and a cover letter detailing your relevant experience to ------------

Job Type: Part-time

Pay: $20.00 - $27.00 per hour

Expected hours: 20 – 30 per week

Clinic

Schedule:

4 hour shift

8 hour shift

Monday to Friday

Work Location: In person