Office Manager - Behavioral Health Job Description
JOB SUMMARY
The Office Manager is a foundational leadership role in a newly established Outpatient Mental Health Center (OMHC) licensed in Maryland. This individual will be instrumental in building and shaping the infrastructure of the practice. The ideal candidate is highly proactive, resourceful, and adaptable - comfortable wearing multiple hats, working independently, and directly supporting the executive team in launching and managing operations. Initial responsibilities will span operations setup, regulatory compliance, staffing, billing, scheduling, and client services.
KEY RESPONSIBILITIES
· Operational Development & Oversight
- Help design and implement core administrative systems and workflows
for a new OMHC.
- Lead the development and refinement of office policies and procedures.
- Oversee daily operations including billing, scheduling, medical records, procurement, and office logistics.
- Oversee front desk operations, ensuring effective phone etiquette and customer service.
- Select and implement appropriate EMR, billing, and scheduling
software in consultation with leadership.
· Human Resources & Staff Coordination
- Assist in recruiting, hiring, onboarding, and training new
administrative and clinical support staff.
- Supervise, mentor, and evaluate administrative team members as the
practice grows.
· Regulatory Compliance & Quality Assurance
- Ensure strict adherence to all relevant regulations including COMAR,
HIPAA, and CARF guidelines
- Assist in maintaining required documentation and readiness for audits or licensure inspections.
· Client & Provider Support
- Serve as the first point of contact for patients, families, and
visitors—both in person and over the phone.
- Optimize provider schedules, manage patient flow, and enhance the overall client experience.
- Handle appointment scheduling, patient inquiries, and coordination
with clinical staff.
· Administrative & Financial Management
- Oversee billing and collections; monitor third-party claims,
co-pays, and patient accounts.
- Track inventory and manage vendor relationships to ensure timely
procurement of supplies.
- Maintain office equipment and coordinate service or repairs when necessary.
· General Leadership
- Collaborate closely with executive leadership to set strategic
goals, budgets, and growth plans.
- Serve as a liaison between administrative and clinical teams to
ensure smooth communication and operations.
- Contribute to the development of a positive and responsive
organizational culture.
QUALIFICATIONS
- Strong leadership and organizational skills; able to manage multiple
priorities under minimal supervision.
- Excellent interpersonal and communication skills; calm,
professional, and service oriented.
- Proficient with EMR systems, Microsoft Office Suite, and general
office technology.
- Familiarity with HIPAA, COMAR, and other Maryland state behavioral
health regulations.
- Quick learner with sound judgment, adaptability, and problem-solving ability.
EDUCATION/EXPERIENCE:
- Associate or bachelor’s degree in healthcare administration, Business, or a related degree is required.
- Master’s degree is a plus.
- At least 3 years' experience in a medical office management, preferably in an outpatient setting.
- Demonstrated experience in starting or scaling a healthcare office
is highly desirable.
Job Types: Full-time, Part-time
Pay: $18.00 - $30.00 per hour
Expected hours: 40 per week
Work Location: In person
