Outpatient Office Manager

Outpatient Office Manager

HALLMARK YOUTHCARE RICHMOND INC - 2.3

Richmond, VA Job Details Full-time $26 an hour 2 days ago Benefits Mileage reimbursement Health insurance Dental insurance Vision insurance 401(k) matching Life insurance Qualifications Streamlining administrative processes as a healthcare practice manager Office supply management Collaborate with healthcare professionals Student supervision Health insurance authorizations Staff supervision Medical documentation Patient flow optimization Electronic health records (EHR) management Team supervision Achieving HIPAA compliance Outpatient clinic experience Operational management Operations coordination HIPAA Team scheduling Mid-level Outpatient facility experience Performance management Administrative experience Bachelor's degree Case management Student support Facility management Patient services management Managing patient records Care coordination Escalation handling Leadership Communication skills Full Job Description Full job description

Outpatient Office Manager Reports To:

CEO Location:

Richmond, VA (On-site) Who We Are Mission Hallmark Youthcare's mission is the heal and serve by improving the quality of life for at risk teens and their families. Vision To be recognized for providing safe and high-quality behavioral health services and outstanding customer service. Our new Outpatient Center offers an Intensive Outpatient Program (IOP) for teens 12-18 who live at home (or in a home-like environment) but need a more structured therapy program than standard outpatient therapy. We are a growing practice in search of an energetic and dynamic office manager. Position Overview The Office Manager is responsible for overseeing the day-to-day operations of our new Outpatient Center and ensuring efficient coordination between clinical staff, students, and the main Hallmark facility. This role requires a can-do attitude and will be best served by a 'take the reins' personality. The Office Manager is responsible for maintaining workflow efficiency, supporting clinical staff, and ensuring clinic operations align with Hallmark's standards. The Office Manager will assist with the admission of new students, entering their information and forms into our electronic medical records (Welligent). They will also assist with insurance authorizations and some light case management. Key Responsibilities Office Operations Oversee daily operations of the office Ensure efficient patient flow and scheduling processes Monitor office productivity and operational performance Manage office supplies, equipment, and general facility needs Ensure compliance with HIPAA and company policies Team Management and Student Supervision Address performance concerns and escalate issues to leadership when needed Foster a collaborative and positive clinic environment Keep a light supervisory eye on students after therapy sessions end until they are picked up by their parent/guardian Schedule Optimization & Utilization Proactively review and manage provider schedules to optimize access, efficiency, and student flow Identify and address gaps, cancellations, and underutilized time by adjusting appointments where appropriate Collaborate with clinicians to consolidate schedules, minimize unused time blocks, and improve overall provider utilization Support timely access to care by moving patients into earlier availability when possible Patient Experience Ensure students receive professional, compassionate care Support staff in managing challenging student or guardian situations Cross-Functional Coordination Coordinate workflow between providers, administrative staff, and neuromodulation programs Support communication between clinical leadership and office staff Ensure operational alignment across departments Coverage Support Maintain working knowledge of front office and admission processes Provide administrative or treatment support when staffing coverage is needed Qualifications & Requirements Bachelor's degree preferred, not required 2+ years of healthcare administrative or clinic operations experience preferred Leadership or supervisory experience preferred Strong organizational, communication, and problem-solving skills Ability to manage multiple priorities in a fast-paced clinical environment Internal candidates must be in good standing with consistent performance and attendance Very occasional travel between Outpatient Center and main facility may be required. Travel beyond the employee's assigned primary work location will be reimbursed in accordance with company mileage reimbursement policies Work Requirements This is a full-time, on-site position. Must be available Monday through Friday for an 8-hour shift scheduled between clinic operating hours between 8:00AM and 5:00PM. Reliable attendance is required as this role is classified as essential to clinic operations. Included Benefits Health, Dental, and Vision Insurance Life Insurance 401(k) Match Opportunity to grow and expand