Office Manager
23 hours ago
Qalam's Counseling Department is seeking a highly organized and proactive Office Manager to oversee daily administrative and operational functions within our mental health clinic.
This role is essential in supporting the clinical team by managing scheduling, compliance, onboarding, billing, and overall office efficiency. Future responsibilities may include credentialing coordination and practice growth initiatives. The ideal candidate will help ensure a seamless client experience and a well-organized, compliant, and collaborative clinical environment.
Key Responsibilities1. Administrative Operations
- Manage daily office functions, including scheduling, staff coordination, and electronic medical record (EMR) maintenance.
- Oversee onboarding and orientation for new clinicians and administrative staff.
- Develop and maintain Standard Operating Procedures (SOPs) to ensure consistent and efficient clinic operations.
- Ensure full compliance with healthcare regulations, HIPAA standards, and internal clinic policies.
2. EMR and Documentation Management
- Utilize EMR systems to organize provider schedules, client intakes, and clinical documentation.
- Support clinicians in maintaining accurate, timely, and compliant records.
- Monitor data integrity and maintain strict confidentiality of all client and practice information.
3. Client Intake and Coordination
- Conduct client intake interviews, collect demographic and clinical information, and assign clients appropriately.
- Manage referrals and build collaborative relationships with community partners.
- Handle client communication, scheduling updates, and follow-ups to ensure a smooth and professional client experience.
4. Billing and Credentialing
- Oversee billing processes, prepare superbills, and ensure timely reimbursements.
- Maintain accurate insurance, credentialing, and licensing documentation for clinicians.
- Communicate with clients and insurance providers regarding billing inquiries and required paperwork.
5. Team Support and Communication
- Coordinate staff meetings and training sessions (approximately 4–6 hours per week).
- Assist leadership with agenda preparation, meeting documentation, and follow-up tasks.
- Maintain consistent communication between administrative and clinical teams to support smooth operations and team alignment.
- Previous experience in office management, preferably in a healthcare or mental health setting.
- Proficiency with EMR platforms such as , SimplePractice, or TherapyNotes.
- Strong organizational skills, attention to detail, and familiarity with healthcare compliance standards.
- Excellent communication and interpersonal skills for effective collaboration with clients and staff.
- Working knowledge of billing, credentialing, and insurance claim procedures.
- Ability to manage multiple priorities and adapt to a fast-paced, evolving clinical environment.
- Part-time role (10–15 hours per week).
- Flexibility for meetings, training sessions, and occasional evening or weekend work as needed.
- The office manager may have access to confidential or proprietary information and must not disclose or use this information outside assigned duties without prior written consent.
- All HIPAA regulations apply to any Protected Health Information (PHI) encountered. The intern must strictly adhere to all privacy and security protocols and report any suspected breach of confidentiality immediately.
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