Practice manager

Job Overview

We are seeking a highly organized and detail\-oriented Office Manager to oversee the daily operations of our Mental Health office. The Office Manager will give operational and clinical administrative support to Arches Healing and Growth. The ideal candidate will possess strong leadership skills and have a solid understanding of office management procedures. This role requires proficiency in managing schedules, human resources functions, and maintaining effective communication with our clients, community and team. The Office Manager will play a crucial role in ensuring that the office runs smoothly and efficiently.

Responsibilities

• Overseeing administrative and operational aspects of the practice.
• Managing Admin Inbox (info@archeshealing.com) and Admin google voice
• Answer telephones, text messaging, calls and voicemails. Retrieve voice mails – call back or inform correct person of message.
• Managing referrals and putting them on the waiting list or scheduling with therapists.
• Create screening forms for new and potential clients. (Telephone Intake Sheet for new clients).
• Send new client intake paperwork and populate information in Simple Practice.
• Create Policies \& Procedures for the office.
• Assist with organizing groups e.g. registering group members, collecting payments.
• Creating excel spreadsheets for organizing employee and client information.
• Creating consent forms and inputting them onto simple practice.
• Creating onboarding process for new interns and therapists.
• Managing our electronic health records computer system (Simple practice)
• Organizing paperwork and files on Arches google drive.
• Reviewing forms on simple practice are accessible to clinicians.
• Assisting with creating job descriptions for potential employees
• Staff training: Ensure proper data entry, notes, billing, etiquette, and task completion are being handled effectively.
• Organize company meetings and agendas
• Complete necessary paperwork for new hires e.g. Offer Letter, E\-mail address,
• create TA accounts, Orientation Binder etc. (Onboard new hires)

Insurance Billing

• Serve as a backup for insurance billing
• Collaborate with the Billing Person as needed
• Supporting the billing person.
• Sending over new client Verification of benefits (insurance information to our billing person).
• Follow up with clients on missed payments, insurance changes, cancellations, no show fees, etc.

Marketing

• Research and enter data to current databases e.g. therapists, doctors, etc.
• Market Groups e.g. e\-mails, phone calls
• Serve as backup for updating flyers

Timeframe requirements:

• Interactions with clients, referrals and billing contact need to be completed within 24 hours. These tasks are usually completed within daytime hours (Monday\-Friday).
• Additional administrative tasks can be done at any time that is convenient for the assistant as long as deadlines are met for said task and assignment.

Qualifications

• Proven experience in an office management or supervisory role is preferred.
• Strong organizational skills with the ability to multitask effectively.
• Proficient in using phone systems and managing communications professionally.
• Familiarity with EHR (Electronic Health records) Simple practice or EHR software is a plus.
• Familiar with Mental health billing and navigating health insurances.
• Excellent schedule and time management skills with attention to detail in calendar coordination.
• Strong interpersonal skills with the ability to lead a team effectively.
• Knowledge of human resources practices is beneficial but not required.

We encourage candidates who are passionate about fostering a productive work environment to apply for this exciting opportunity to contribute to our team as an Office Manager.

Job Types: Part\-time, Contract

Pay: $18\.00 \- $23\.00 per hour

Benefits:

• Flexible schedule

Experience:

• Office management: 1 year (Required)
• Leadership: 1 year (Required)
• Time management: 1 year (Required)
• Organizational skills: 1 year (Required)

Work Location: Hybrid remote in Salt Lake City, UT 84111