Assistant Office Manager

Description

 Assistant Office Manager

We are seeking an organized and proactive Assistant Office Manager to join our team! The ideal candidate will have strong administrative and interpersonal skills, a keen eye for detail, and a passion for supporting mental health professionals in delivering exceptional care. This role involves managing office operations, supporting staff, and ensuring a smooth and efficient workflow within the clinic.

Job Duties 

Key Responsibilities:

1. Office Operations:
   • Oversee in conjunction with office manager daily office operations to ensure a seamless workflow
   • Manage office supplies and equipment inventory, placing orders as needed
2. Administrative Support:
   • Assist in scheduling and coordinating patient appointments and follow-ups
   • Manage patient records, ensuring accuracy, confidentiality, and compliance with HIPAA regulations
   • Support in the preparation and processing of billing and insurance claims, including verifying patient insurance information with our third party billing company
3. Staff Support:
   • Provide administrative support to administrative staff, including scheduling meetings, preparing reports, and handling correspondence including staff meeting note taking and organization 
   • Assist with onboarding and training of new office staff and support staff in day-to-day tasks
   • Facilitate communication between different departments to ensure cohesive operations
4. Patient Interaction:
   • Greet patients and visitors, providing a welcoming and supportive environment
   • Address patient inquiries and concerns promptly and professionally
   • Assist with patient intake and ensure all necessary documentation is completed
5. Compliance and Quality Assurance:
   • Monitor and ensure adherence to clinic policies and procedures
   • Assist with audits and quality assurance activities to maintain high standards of care
   • Stay current with industry regulations and best practices in outpatient mental health services
6. Other Duties:
   • Support special projects and initiatives as needed
   • Perform other related duties as assigned by the Office Manager
   • Sorting, organizing and distributing mail
   • Adding online scheduling blocks to providers schedules 
   • Attends staff meetings as required

Requirements

 Preferred Qualifications

• High school diploma or equivalent; Associate’s or Bachelor’s degree in business administration, healthcare management, or a related field preferred.
• Proven experience in an administrative or office management role, preferably in a healthcare or mental health setting.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills, with the ability to work effectively with diverse populations.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with office management software.
• Knowledge of medical terminology and billing procedures is a plus.
• Ability to handle confidential information with discretion and maintain HIPAA compliance.
• Medical billing knowledge preferred