Office Manager — PHP/IOP Behavioral Health (Substance Use & Mental Health) Overview The Office Manager leads on-site operations for our PHP and IOP programs, overseeing front-office functions, intake/scheduling, medical records, billing/insurance coordination, facilities/vendor management, and administrative support. In collaboration with licensed clinicians, this role may also facilitate designated psychoeducational groups and complete related EMR documentation. The role requires a trauma-informed, patient-centered approach while maintaining strict privacy compliance.

Reports to:

Executive Director Location:

On-site, Harrisburg area

Programs:

SUD/Co-occurring and Mental Health Primary Key Responsibilities Front Desk & Client Experience:

Lead reception operations (phones, check-in, communications); support de-escalation and safety protocols; manage consents, ROIs, and financial forms.

Admissions & Scheduling:

Coordinate intake with Admissions/Clinical teams; build PHP/IOP rosters and schedules; monitor census/attendance and manage follow-up workflows. Group Facilitation & Documentation (as delegated): Co-facilitate non-clinical/psychoeducational groups under clinical supervision; complete timely, compliant EMR notes (group and contact) per

HIPAA/42 CFR

Part 2.

Medical Records & Compliance:

Serve as records custodian; support audit/survey readiness (Joint Commission/CARF/state) and incident tracking.

Revenue Cycle & Insurance:

Assist with benefits verification, authorizations, and re-auth tracking; reconcile intake and financial paperwork.

Operations & Facilities:

Manage office systems, supplies, IT coordination, vendor relationships (lab, transportation, cleaning), and facility/safety needs within budget.

HR & Team Support:

Coordinate staff meetings, trainings, and policy acknowledgments; support an inclusive, trauma-informed culture.

Data & Reporting:

Prepare census/attendance/authorization dashboards; support outcomes reporting and workflow improvements.

Qualifications Required:

Healthcare admin/office management experience (behavioral health/PHP/IOP/SUD preferred); EMR proficiency; working knowledge of

HIPAA/42 CFR

Part 2; strong organizational and communication skills; proficiency with Microsoft 365/Google Workspace and office phone systems.

Preferred:

Experience with accreditation/regulatory audits; familiarity with Medicaid/commercial payers; exposure to lab and telehealth workflows.

Core Competencies:

Confidentiality & compliance, trauma-informed care, operational excellence, collaboration, problem-solving, and technology fluency.

Core values:

treat people like a friend, authenticity/humility, embrace unrealistic dreams, ownership mentality.

Work Schedule:

Full-time, on-site; core daytime hours with occasional evening coverage. Light physical demands (up to 25 lbs); frequent computer/phone use in a clinical, privacy-focused environment.

Success Metrics:

Timely intakes/authorizations/documentation; high client satisfaction, low no-shows; clean audits; reliable reporting.

Compensation & Benefits:

Full-time; $50,000 salary; health, dental, and vision coverage; PTO; supervision and professional development.

About Bold Steps:

Based in Concord, NH, Bold Steps Behavioral Health provides structured, therapeutic care for individuals with co-occurring substance use and mental health challenges, in a supportive, mission-driven environment. Equal Opportunity Employer — committed to diversity, inclusion, and reasonable accommodations for individuals with disabilities.

Pay:

$48,000.00 - $50,000.00 per year

Work Location:

In person