Office Manager - Boulder, CO

Office Manager Position

OptiMindHealth (OMH) is expanding and seeking compassionate professionals to join our team. Today, OMH provides superior behavioral health services to patients in Colorado, Massachusetts, and Montana. Since 2016, we have specialized in serving both adult and adolescent patients in a supportive outpatient environment. Our practice strives to improve access to holistic and cost-effective mental health care while supporting our clinical and administrative staff in all aspects of their work. Our team members define this work as the perfect balance between flexibility and efficiency. Full-time position available : We offer customizable full-time options to our management team members. Compensation packages may include : competitive salary, tax-free health reimbursement arrangement (QSEHRA), generous vacation, sick leave and paid holidays, and 401k.

Primary responsibilities : The Office Manager position at our East Boulder location is a multi-faceted role that affords the opportunity to blend administrative leadership with direct patient engagement and clinical support. As an Office Manager, you'll oversee the day-to-day operations of our East Boulder clinic, ensuring a smooth, professional, and patient-centered experience. Duties may include check-in / check-out of onsite patients, maintenance of patient records, scheduling of patients, accounts receivable, maintaining order and appearance of the office, presentation of financial and treatment care options, and online reputation management activities. In addition to these duties, the Office Manager may be involved in direct patient care under the supervision of an OMH Psychiatrist or PMHNP, administering Transcranial Magnetic Stimulation (TMS) treatments to patients suffering from Treatment Resistant Depression.

Office and Team Management : Manage day-to-day operations of OptiMindHealth - East Boulder clinic. Supervise onsite administrative staff and coordinate provider schedules. Open and close office according to OMH protocol. Review and maintain the office and patient waiting area for a neat, professional appearance. Check the daily schedule for accuracy and confirm with all providers. Answer and respond to telephone calls and email correspondences from patients and referral sources. Review and inventory supplies for the office and provide order to OMH Management. Ensure that HIPAA Notice of Privacy Practices and other relevant notice(s) are properly displayed and maintained.

Patient Experience and Front Desk Operations : Maintain a professional reception area; organize patient education materials, etc. Greet and welcome patients and visitors to the practice. Check in patients according to office protocol, verifying and updating patient information. Manage recall and inactive patient system. Oversee patient relations; solicit feedback and handle patient complaints, under OMH Management indirect supervision. Help explain office policy to patients. Confirm the next day's appointments according to protocol and patient preferences. Review patient quick-fill list ("Waitlist") to try to fill in cancellation and no-show appointment times. Collect payment from patients at the time of treatment. Make follow-up appointments as needed at the direction of OMH clinician(s). Review financial and care contract agreements with patient at end of their appointment.

Clinical Support and Other Duties : Administering Transcranial Magnetic Stimulation (TMS) treatments to patients suffering from Treatment Resistant Depression. Gather and accurately record insurance information from patients, update as necessary. Accurately file patient information in the practice EHR. Track cases and referrals to and from external providers. Sort, organize, and otherwise manage inbound and outbound mail. May assist with the design of marketing and promotional materials (print and electronic). May assist with OMH advertising / recruiting ads for new staff. May assist with OMH office facility management. Solicit, monitor and respond to online reviews from patients. Support online reputation management of the OMH brand.

Leadership & Advancement : OMH is a growing, clinician-led company with aggressive national expansion goals. Talk with our recruitment team today about the advancement opportunities available to you with OMH.

Qualifications Requirements : High school diploma. Minimum 2+ years of experience as an office manager or in healthcare administrative leadership. Strong organizational, communication, and interpersonal skills. Comfort with technology, EHR systems, and CRM platforms.

If you are interested or have questions, apply today! Our dedicated recruitment team will reach out to you quickly to answer any questions to help you determine if OMH is the right "fit" for you. The specific statements shown in each section of this Job Description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job's responsibilities / tasks may be modified and / or expanded over time. OMH will inform the employee when changes in the respective job description are made.