OFFICE MANAGER

The Office Manager - Behavioral Health Department is responsible for overseeing all front office and reception operations for the Behavioral Health (BH) department, including direct performance of receptionist duties due to current department size and supervision of future reception/front office staff. The position manages the BH side of billing and revenue cycle support by ensuring timely and accurate clinician documentation, verification of client insurance coverage, and effective coordination with Patient Billing and Registration. The Office Manager organizes and tracks BH-related trainings, supports Joint Commission (JC) and hospital regulatory compliance for front office processes, and manages a large data repository for grant and program reporting, including significant data entry and data quality oversight. Bachelor's degree in business administration, Healthcare Administration, Behavioral Health-related field, or equivalent experience. Minimum of two years of office management, medical office, or behavioral health practice management experience. Experience with patient registration, scheduling, and insurance verification in a healthcare setting preferred.? Familiarity with behavioral health documentation, billing practices, and payer requirements preferred. Proficient in MS Office applications including Outlook, Word, Excel, and PowerPoint.? Strong organizational skills with demonstrated ability to manage multiple priorities, deadlines, and high volumes of data entry. Excellent interpersonal and communication skills with patients, staff, and external partners. 1. Oversee all Behavioral Health front office functions, including reception, check-in/check-out, scheduling, and basic registration tasks; perform receptionist duties as needed based on current clinic size. 2. Supervise front office and reception staff as they are added, ensuring adherence to Behavioral Health and hospital policies and procedures. 3. Monitor daily workflow, staffing needs, and front office coverage to support efficient clinic operations and positive patient experience. 4. Train, develop, and coach front office staff in customer service, scheduling, registration, and BH-specific workflows. 5. Conduct periodic staff meetings to coordinate front office operations with clinical and billing teams. 6. Perform and/or oversee insurance verification and authorization processes for BH patients; ensure client insurances are valid, updated, and documented appropriately. 7. Work closely with Patient Billing and Registration to ensure accurate demographic, insurance, and billing information for BH patients. 8. Monitor clinician completion of required documentation (notes, treatment plans, consents) to support timely billing and compliance; follow up with clinicians on outstanding items. 9. Track BH charges, denials-related documentation needs, and coordinate with Patient Billing on BH-specific billing questions or issues. 10. Maintain effective working relationships with internal departments (Patient Billing, Registration, IT, Compliance, Quality) and external payers as needed. 11. Support JC and regulatory compliance for front office processes (e.g., scheduling practices, consents on file, identity verification, privacy at check-in, documentation workflows). 12. Coordinate and/or schedule required trainings for BH front office staff (e.g., EMR updates, compliance, customer service, JC-related topics) and track completion. 13. Develop, implement, and periodically review front office procedures specific to the Behavioral Health department; recommend adjustments to the Director of Behavioral Health as needed. 14. Maintain inventory of front office forms and supplies for BH and ensure appropriate ordering and cost-conscious usage. 15. Assist in identifying, documenting, and resolving issues related to BH front office workflows, billing-related front office processes, and patient experience. 16. Manage and maintain a Behavioral Health data repository for grant and program reporting, including significant data entry, data validation, and ongoing data quality monitoring. 17. Generate routine and ad hoc reports from the BH data repository, EMR, or other systems to support grants, quality improvement, and departmental performance monitoring. 18. Collaborate with the Director of Behavioral Health on data requirements for current and future grants; ensure front office processes support accurate data collection. 19. Assist with preparation of information and summary reports for audits, surveys, and grant monitoring visits as they relate to front office operations and BH data. 20. Ensure adherence to MHCC data integrity standards and confidentiality requirements, including HIPAA and hospital privacy/security policies. 21. Work with Information Systems/IT to maintain front office-related computer systems, permissions, and templates used by the Behavioral Health front office. 22. Participate in the development and monitoring of front office-related components of the Behavioral Health departmental budget as requested by the Director of Behavioral Health. 23. Ensure that patients and their families are treated in a professional, courteous, and trauma-informed manner at all times by front office staff. 24. Maintain a professional appearance and behavior consistent with MHCC Standards of Behavior. 25. Plan ahead, manage time effectively, and identify opportunities to improve Behavioral Health front office efficiency and processes. 26. Provide cross-coverage and cross-training with other MHCC offices as appropriate for operational continuity. 27. Perform other duties as assigned by the Director of Behavioral Health.