Job Description
Job Description
Overview
We are seeking an organized and compassionate Office Manager and Billing Specialist to oversee the daily operations of our behavioral health practice, which provides psychological services and Applied Behavior Analysis (ABA) therapy. The ideal candidate will ensure the smooth and efficient functioning of the office, support clinical staff, and maintain a welcoming environment for clients and families.
What You’ll Do
As our Office Manager, you’ll be the heart of our daily operations — making sure our clients, families, and clinicians have everything they need to succeed. Every day will bring something a little different, but your main responsibilities will include:
Office & Administrative Support
- Greet clients and families with warmth and professionalism, creating a welcoming first impression.
- Oversee scheduling, client check-ins, and communication via phone and email.
- Keep our client records organized and secure in accordance with HIPAA guidelines.
- Coordinate schedules for psychologists, therapists, and support staff.
- Maintain office supplies and ensure our space stays tidy and inviting.
Billing & Insurance Coordination
- Work with our billing manager with posting payments and following up with outstanding balances.
Team & Practice Support
- Be the go-to person for day-to-day questions, scheduling changes, and problem-solving.
- Assist with onboarding new team members and supporting ongoing staff needs.
- Help coordinate meetings, trainings, and special projects that keep our practice growing.
- Foster a positive and cooperative atmosphere across the team.
Client Experience & Communication
- Provide thoughtful, responsive support to families — whether helping with paperwork, scheduling, or sharing information about services.
- Handle sensitive situations with empathy, discretion, and professionalism.
- Ensure that every family feels seen, heard, and cared for.
What We’re Looking For
- 2–3+ years of office management or administrative experience (healthcare or behavioral health preferred) with experience in medical billing
- A friendly, organized, and detail-oriented person who enjoys helping others.
- Comfortable managing multiple tasks while keeping things running efficiently.
- Experience with scheduling systems or EHR platforms (e.g., CarePaths) is a plus but not required.
- QuickBooks experience preferred.
- Excellent communication skills — both verbal and written.
- A team player who brings patience, flexibility, and positivity to the workplace.