The Office Manager plays a vital role in maintaining the daily operations of our therapy office and serves as an important point of contact for clients, therapists, and administrative staff.
We are New Hampshire-based company, with an additional office in Hattiesburg, MS, so the ability to work independently and communicate effectively with a remote administrative team is essential. The ideal candidate will be comfortable taking ownership of daily office operations, making appropriate decisions, troubleshooting routine issues, and knowing when to reach out for additional support.
This position requires someone who is friendly, confident, tech-savvy, and highly organized, with strong time-management skills and the ability to manage multiple priorities in a busy clinical environment. Because much of the communication and administrative support will occur remotely, the candidate must be comfortable using email, messaging platforms, video conferencing, electronic medical records, practice management systems, and other technology necessary to stay connected with the team.
Tasks & Responsibilities
Greet clients in a professional, friendly, and empathetic manner in person, by phone, or by email
Answer phone calls, respond to emails, and manage appointment inquiries
Schedule, confirm, and update client appointments using practice management software
Prepare the following day's schedule for assigned clinicians, ensuring clear notations regarding co-pays, forms, insurance cards, authorizations, or other client needs
Handle client insurance documents and intake forms, ensuring documentation is complete, accurate, and HIPAA-compliant
Verify and maintain insurance information and follow up on identified issues
Maintain accurate client records and files while protecting confidentiality
Collect and track client payments and co-pays
Assist with insurance-related administrative tasks and established payer workflows
Assist with credentialing-related tasks as needed
Manage inventory of office supplies and coordinate and/or pick up orders
Ensure the waiting room and office areas remain tidy, organized, and welcoming
Support therapists with administrative needs such as copying, scanning, mailing, filing, and other office-related tasks
Coordinate with other providers, insurance companies, or outside services as needed
Communicate consistently with the administrative team regarding office operations, client needs, and issues requiring additional support
Utilize email, messaging platforms, video conferencing, electronic records, and other technology to maintain effective communication with the remote team
Identify and address routine office issues using appropriate judgment and available resources
Help maintain efficient daily office operations and communicate opportunities for workflow improvement
Uphold HIPAA, confidentiality, and professional standards at all times
Complete additional projects and responsibilities as assigned based on the individual's experience, strengths, and interests
Key Qualities for Success
The successful candidate will be someone who:
Takes ownership of their role and can confidently manage the office without constant direction
Communicates well with both local staff and the remote NH-based team
Is comfortable using technology as a primary means of communication and completing administrative work
Is approachable, professional, and confident when working with clients and staff
Can prioritize effectively and keep daily responsibilities moving in a busy environment
Uses good judgment and knows when to independently resolve an issue versus when to seek guidance
Is dependable, adaptable, and willing to take initiative
Maintains a calm and compassionate presence in a clinical setting
Required Experience & Qualifications
Minimum of 3 years of front desk or medical/behavioral health administrative experience
Minimum of 2 years of experience working with insurance, including familiarity with insurance verification, benefits, co-pays, authorizations, and related payer requirements
Demonstrated ability to work independently and take ownership of daily responsibilities
Strong understanding of front desk operations, scheduling, client communication, and administrative workflows
Excellent time-management and prioritization skills
Comfortable managing multiple responsibilities while maintaining accuracy and attention to detail
Friendly, confident, and professional demeanor when interacting with clients, families, therapists, and outside providers
Strong written and verbal communication skills
Technologically proficient and comfortable communicating with a remote administrative team
Ability to troubleshoot routine issues and use good judgment when determining when additional support is needed
Preferred Qualifications
At least 1 year of credentialing experience or familiarity with credentialing processes and requirements
Experience in a behavioral health, mental health, medical, or other clinical office setting
Experience working with multiple insurance plans and payer requirements
Previous experience in an Office Manager, Lead Front Desk, or similar administrative role
