Office manager

Journeys
Reports To:** Executive Director
Employment Type:** Full-Time
Location: On-site

Position Summary

The Office Manager oversees the daily administrative operations of Journeys, ensuring smooth front-office functioning, accurate billing and revenue cycle support, and effective HR administration. This role serves as the operational backbone of the practice — coordinating between clinical staff, patients, payers, and leadership to keep the office running efficiently, compliantly, and professionally.

Key Responsibilities

Front Desk & Patient Experience
- Oversee front desk operations, including patient check-in/check-out, scheduling, and phone/email inquiries
- Ensure a welcoming, organized, and confidential front-office environment consistent with behavioral health standards
- Supervise front desk staff (if applicable), including scheduling and daily task delegation
- Manage patient intake paperwork, insurance verification, and consent documentation
- Handle patient complaints or scheduling conflicts with professionalism and escalate as needed

Billing & Revenue Cycle
- Oversee day-to-day billing operations, including claims submission, payment posting, and denial management
- Coordinate with billing vendors/clearinghouses (if outsourced) or manage in-house billing staff
- Monitor accounts receivable and follow up on outstanding balances/aging reports
- Verify insurance eligibility and benefits prior to visits
- Ensure billing practices comply with payer requirements (Medicaid, commercial insurance) and coding accuracy (CPT/ICD-10)
- Generate regular financial/billing reports for leadership review

Human Resources
- Manage new hire onboarding, including paperwork, credentialing coordination, and orientation logistics
- Maintain personnel files in compliance with state and federal recordkeeping requirements
- Track staff licensure/certification expirations and credentialing renewals
- Administer timekeeping, PTO tracking, and payroll coordination with the payroll provider
- Support recruitment logistics (posting openings, scheduling interviews, reference checks)
- Serve as a point of contact for employee questions regarding policies, benefits, and workplace concerns
- Help maintain and update the employee handbook/policies in coordination with leadership

General Office & Compliance Administration
- Maintain office supplies, vendor relationships, and facilities upkeep
- Ensure compliance with HIPAA and confidentiality standards across all administrative functions
- Maintain organized digital and physical filing systems for patient, billing, and HR records
- Support accreditation/licensing readiness (e.g., document organization for state or accrediting body reviews)
- Assist leadership with special projects, reporting, and process improvement initiatives
- Act as a liaison between clinical staff and administrative functions to ensure smooth information flow

Qualifications
- Associate's or Bachelor's degree preferred; equivalent experience considered
- 2+ years of office management experience, ideally in a healthcare or behavioral health setting
- Working knowledge of medical billing, insurance verification, and basic HR administration
- Familiarity with EHR/practice management systems
- Strong organizational skills and ability to manage multiple priorities
- High attention to detail, discretion, and understanding of HIPAA/confidentiality requirements
- Excellent interpersonal and communication skills

Preferred
- Experience in a mental health/substance use treatment setting
- Familiarity with Medicaid billing and behavioral health CPT codes
- Prior supervisory experience