An Office Manager directs administrative staff and manages workflow in a business office. Supervises clerical work, tracks office supplies, oversees maintenance for office equipment and manages budget for office expenses. May hire and train staff.
Office Manager Connecticut Center for Psychiatric Wellness (CCPW) Position Summary The Office Manager is responsible for overseeing the daily operations of Connecticut Center for Psychiatric Wellness (CCPW), ensuring exceptional patient service, efficient workflows, and a positive experience for both patients and providers. This role provides leadership to the administrative team, supports clinical providers, oversees office systems and technology, and drives operational excellence across the practice. The Office Manager also plays a key role in business development by cultivating relationships with referring providers, community partners, and healthcare organizations to support new patient growth and strengthen the practice's referral network.
Key Responsibilities:
Operations & Practice Management Oversee the day-to-day administrative operations of the practice to ensure efficient, patient-centered workflows. Supervise, train, mentor, and evaluate front office and administrative staff, fostering a culture of accountability, professionalism, and excellent customer service. Ensure timely and professional responses to incoming calls, voicemails, emails, patient portal messages, and general patient inquiries. Monitor provider schedules, appointment availability, waitlists, and same-day cancellations to maximize provider productivity and patient access. Coordinate staff schedules, office meetings, and communication between providers, administrative staff, and leadership. Patient Access & Administrative Oversight Oversee patient scheduling, referrals, registration, insurance verification, prior authorizations, medication refill workflows, and medical records requests. Monitor office performance metrics, workflow efficiency, patient satisfaction, and service standards while identifying opportunities for continuous improvement. Ensure accurate collection of patient payments, management of outstanding balances, and adherence to practice financial policies and procedures. Technology & Provider Support Oversee the Doxy.me telehealth platform, ensuring providers are available, patients are connected, and technical issues are resolved promptly. Support provider onboarding, EMR maintenance, scheduling updates, EPCS setup, user access, and basic technology troubleshooting. Serve as the primary administrative resource for day-to-day operational and technology-related issues. Business Development & Physician Outreach Develop and maintain relationships with referring physicians, behavioral health providers, primary care practices, hospitals, and community organizations. Conduct physician outreach and referral development activities to increase patient volume and support practice growth. Represent CCPW professionally within the community and identify opportunities to expand referral partnerships and strategic relationships. Qualifications High school diploma or equivalent Behavioral health or outpatient medical practice experience preferred. Strong knowledge of medical office operations, insurance processes, HIPAA compliance, and patient scheduling workflows. Experience with electronic medical records (EMR) systems and telehealth platforms. Excellent leadership, organizational, communication, and problem-solving skills. Proficiency with Microsoft Office and other healthcare technology platforms. Preferred Skills Strong relationship-building and physician outreach experience. Ability to analyze operational metrics and implement workflow improvements. Experience with Advanced MD (AMD)
