Office Manager
7 days ago
Reports To: Director of Operations
Location: Greenwood, Indiana
About Provive Wellness
Provive Wellness is a rapidly growing behavioral health and addiction treatment organization providing PHP, IOP, OP, and specialty programming to individuals seeking recovery and mental health support. As we scale into Greenwood, IN, we are building a strong operational foundation to support high-quality clinical care, excellent customer experience, and organizational efficiency.
Position Summary
The Office Manager is the primary administrative and operational support for the facility. This role ensures smooth day-to-day operations, oversees front desk systems, supports admissions workflow, assists with scheduling, manages client documentation and records, and serves as a central communication bridge between clinical, admissions, billing, and leadership teams.
This position plays a critical role in client first impressions, administrative accuracy, and operational consistency across the site.
Key Responsibilities
Front Office & Client Support
- Greet clients, families, visitors, and referral partners in a professional and welcoming manner.
- Maintain reception area, phone lines, lobby environment, and front-end customer experience.
- Assist clients with sign-in, forms, transportation coordination, and basic inquiries.
- Manage daily office workflow including scheduling, calendars, incoming/outgoing mail, and supply inventory.
- Coordinate with leadership to ensure smooth program schedule, staffing coverage, and group logistics.
- Track attendance, follow-ups, and documentation compliance through the EMR (Sunwave or equivalent).
- Support pre-admission steps including intake paperwork, ID/insurance collection, release forms, ROI, and chart creation.
- Assist admissions team with phone screenings, scheduling clinical assessments, and gathering required documents.
- Communicate with billing team regarding insurance verification, copay collection, and financial agreements.
- Ensure charts, documents, and signatures meet state, payer, and organizational requirements.
- Manage scanning, uploading, and tracking of forms, medication records, referrals, and clinical documents.
- Support QA audits, licensure inspections, and CARF/Joint Commission readiness as needed.
- Point person for facility vendors, maintenance requests, IT coordination, and supply ordering.
- Help organize team meetings, onboarding materials, HR paperwork, and staff communication.
- Maintain a positive culture that reflects Provive values: integrity, compassion, service, accountability, and excellence.
- 2-3+ years of office administration experience (healthcare setting preferred).
- Strong organizational and multitasking skills; ability to manage competing priorities calmly.
- Comfortable with electronic systems, onboarding software, scheduling tools, and EMR platforms.
- Professional communication skills (written, verbal, and interpersonal).
- High level of discretion with confidential/clinical information (HIPAA-aligned).
- Behavioral health, medical office, treatment center, or high-volume administrative setting.
- Experience with insurance processes, pre-authorizations, VOBs, or billing follow-ups.
- Familiarity with Sunwave, KIPU, ZenCharts, or similar EMR system.
- Past success working in fast-paced, growing organizations.
- Full-time, Monday-Friday (with occasional support for special events or urgent admissions).
- Competitive salary, benefits package, PTO, and internal growth opportunities.
(Can include exact salary if you'd like.)
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