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Axe Recruiting is hiring an Office Manager on behalf of a veteran-owned, mission-driven outpatient mental health practice dedicated to providing accessible, compassionate care to veterans, first responders, and their families. The practice delivers insurance-based, personalized mental health services in a supportive environment where patients feel heard, respected, and empowered.
Position Summary
We are seeking an experienced Office Manager to lead day-to-day operations, support clinical providers, supervise administrative staff, and ensure an exceptional patient experience. This role oversees front desk operations, patient intake, scheduling, billing support, medication and authorization coordination, lead management, staff training, and workflow optimization—while maintaining HIPAA compliance and a patient-centered approach.
Key Responsibilities
Front Office & Patient Support
Welcome patients and visitors professionally to maintain a warm, supportive environment.
Collect and update intake forms, insurance details, and demographic information in AdvancedMD.
Track arrivals, cancellations, reschedules, and no-shows accurately.
Collect time-of-service payments and, when appropriate, outstanding balances.
Maintain daily office readiness, including opening/closing procedures and front desk coverage.
Perform clerical tasks including filing, data entry, scanning, and records maintenance.
Ensure strict compliance with HIPAA and mental health confidentiality standards.
Provider Calendar & Platform Management
Create, update, and maintain provider schedules in AdvancedMD and external scheduling platforms.
Ensure provider availability, coverage, and schedule changes are accurately reflected across systems.
Troubleshoot basic EMR/scheduling issues for patients and providers; escalate as needed.
Maintain provider licensure records and renewal tracking (including DEA and state licenses).
Patient Intake, Scheduling & Lead Management
Conduct pre-registration, intake coordination, and insurance screening for new patients.
Communicate fees, insurance coverage, and available services with clarity and professionalism.
Follow up with inbound leads, schedule assessments, and maintain accurate lead tracking.
Coordinate appointments, reschedules, and cancellations across all providers.
Partner with leadership/marketing to support patient growth and retention initiatives.
Care Coordination & Clinical Support
Coordinate referrals, medical record releases, prior authorizations, and medication requests.
Communicate updates, instructions, and treatment-related information to patients as directed.
Track documentation status and generate caseload/operational reports in AdvancedMD.
Prepare and send no-show warnings, lapse notices, and discharge letters as needed.
Maintain relationships with referral partners and support transfers/continuity of care.
Educate patients on services, insurance processes, and scheduling expectations.
Document referral outcomes for reporting and quality improvement.
Billing, Insurance & Financial Support
Verify insurance eligibility/benefits; obtain authorizations and referrals as required.
Explain patient financial responsibility and payment policies with empathy and firmness.
Mail statements, collect balances, and process refunds when applicable.
Support providers with billing-related documentation and operational financial reporting.
Deposit incoming checks and maintain accurate logs and documentation.
Office Management, Workflow Optimization & Staff Leadership
Serve as the escalation point for complex operational or patient-service issues.
Oversee office workflow, staff scheduling, and team meetings to ensure consistent execution.
Monitor productivity and operational metrics; implement process improvements.
Create, maintain, and update Standard Operating Procedures (SOPs) for administrative workflows.
Drive cross-team communication and follow-through on tasks and projects.
Train new administrative staff and providers on AdvancedMD, office policies, and systems.
Qualifications
3–5+ years of experience managing a medical or mental health office.
Proficiency with AdvancedMD or a comparable EHR/PM system.
Strong understanding of insurance eligibility, billing workflows, and prior authorizations.
Excellent organizational, communication, and multitasking skills; calm under pressure.
Thorough working knowledge of HIPAA and mental health confidentiality requirements.
Spanish-speaking preferred (not required).
Benefits
Medical, dental, and vision insurance
Life insurance
401(k) with 4% company match
Paid time off (PTO) and sick leave per New York State guidelines
How to Apply
Send your resume to: [email protected]. Qualified candidates will be contacted by Axe Recruiting to coordinate next steps.
To apply for this job email your details to hiring@axerecruiting.com