Office Manager

Join Our Growing Team at New U Therapy Center & Family Services! New U Therapy Center & Family Services is a well-established multidisciplinary mental health practice located in Valencia. We are passionate about providing high-quality care to our local community and are seeking dedicated and motivated Associate Psychotherapists to join our growing team We are seeking a highly organized, detail-oriented, and service-driven Office Manager to join our Torrance office. We are passionate about providing high-quality care to our community, and this role is essential in ensuring smooth daily operations, strong communication, and an exceptional patient and staff experience. Why Join Us?

A Well-Established Local Practice:

Be part of a respected mental health organization with a strong reputation for quality care and community impact.

Supportive & Collaborative Environment:

Work closely with clinicians, staff, and leadership in a team-oriented setting that values communication and support.

Meaningful Impact:

Play a key role in supporting clinicians and enhancing the patient experience through efficient, organized office operations.

Stability & Growth:

Be part of a growing organization offering long-term stability and opportunities for professional development and career advancement.

What You'll Do:

Scheduling and Appointment Coordination Manage scheduling for new and follow-up appointments, maintain accurate clinician calendars, and promptly adjust schedules for cancellations, rescheduling, or new patient needs. Patient and Insurance Management Verify and maintain accurate patient insurance information, confirm eligibility and authorizations, and clearly communicate financial responsibilities to patients or guarantors. Documentation and Compliance Review patient intake forms for completeness and compliance, maintain accurate records in the EHR system, and coordinate patient record requests in accordance with regulations. Patient Communication and Customer Service Serve as a primary point of contact for patients, responding to inquiries via phone, email, and in person, addressing concerns professionally, and ensuring a welcoming front-desk experience. Record Keeping and Financial Support Collaborate with billing to apply and reconcile daily copay charges and support accurate financial documentation. Email and Mail Traffic Management Process administrative emails, mail, and patient record requests promptly, ensuring accurate same-day routing to appropriate departments or providers. Office Maintenance and Upkeep Maintain a clean, organized, and welcoming office environment; coordinate maintenance, repairs, and office supplies; and ensure safety and cleanliness standards are met. Building and Equipment Management Monitor office equipment and security, manage inventory and ordering of supplies, and track expiration dates to ensure uninterrupted operations. Inventory Management and Ordering Maintain inventory of office supplies, reorder as necessary, and track expiration dates to ensure compliance. Coordinate Office Scheduling Manage room schedules for clinicians and staff to ensure safe and organized treatment spaces. Office Budgeting and Financial Oversight Work with the financial department to track expenses, inventory, and overall office budget. Staff and Team Coordination (Non-Supervisory) Act as a liaison between clinicians, staff, and patients, support communication of policies and updates, and assist with team-building activities and office events in collaboration with HR and Marketing. Compliance and Documentation Management Ensure compliance with HIPAA and other healthcare regulations in relation to office operations and documentation.

Promote Positive Employee Morale:

Organize team-building activities and foster a positive, cohesive office culture in collaboration with HR and Marketing including office lunches. Collaborate with Marketing to plan and execute office and promotional events that highlight the organization's culture, brand, and services. Performs Varied Administrative and Front Desk Duties for a

Medical Office:

Provide front desk and administrative support by managing patient check-ins, preparing paperwork, and assisting with non-clinical tasks, while coordinating with Billing and Administration to support in-person procedures, payment collection, and the proper handling and distribution of mail and documents.

What You'll Need:

Must have experience in healthcare office management Must have experience in scheduling Must have experience in eligibility checking and verifying insurances Must be tech savvy, with experience learning and using new technologies, software, and systems, and the ability to troubleshoot basic technical issues and adapt to new tools and platforms

What We Offer:

100% Health Insurance and 75% Dental and Vision Insurance for employee coverage only Company Life Insurance Coverage 401K with up to 3% matching to help secure your financial future. Paid two weeks vacation and 40 hours sick time to promote work-life balance. Six paid holidays per year A collaborative, team-oriented work culture that fosters professional growth. Fully equipped, comfortable office space in Westlake Village. Access to an electronic health record platform for seamless documentation. Annual team-building and corporate in-person events Monthly culture-building activities such as company lunches

Competitive Compensation Rates:

$70,304 annually

Work Location:

Valencia, CA:

25000 Avenue Stanford, Suite 167 Valencia, CA 91355; In-Person Expected hours: Exempt Position, Regular office hours 9-6

M-F Core Values:

If you're passionate about making a difference and eager to grow in a supportive and dynamic environment, we'd love to hear from you! with your resume New U Therapy Center & Family Services is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Job Type:

Full-time Pay:

$70,304.00 per year Application Question(s): Have you worked in the mental health field? (Yes or No, must be answered) Do you have experience with eligibility checking and verifying patient insurance? (Must be answered) Have you performed insurance verification in a mental healthcare environment? (Must be answered) How would you rate your skill in using new software, tools, or systems (Must be answered) Are you willing to work full-time in this position (Must be answered)

Experience:

Mental Health:

1 year (Required) handling scheduling in a mental healthcare environment: 1 year (Required) Ability to

Commute:

Valencia, CA (Required)

Work Location:

In person