Assistant Office Manager – Mental Health Clinic (Scheduling & Operations Focus)

Beyond Expectation, LLC•Paradise, NV

7d•Onsite

About The Position

We are seeking a highly organized and proactive Assistant Office Manager to support daily operations at our outpatient mental health clinic. This role is ideal for someone who thrives in a fast-paced healthcare environment and excels at keeping provider schedules full, managing patient flow, and ensuring smooth clinic operations. You will work closely with the Office Manager to maintain efficiency, support staff, and deliver an exceptional patient experience.

Requirements

2+ years experience in medical office, scheduling, or healthcare operations
Strong experience with high-volume scheduling
Strong experience managing multiple provider calendars
Knowledge of Medicare, Medicaid, and commercial insurance
Knowledge of insurance verification and patient billing basics
Ability to multitask and stay organized in a fast-paced setting
Ability to problem-solve proactively
Strong communication and leadership skills
Experience with EHR systems (SimplePractice preferred)

Nice To Haves

Experience in mental health or outpatient setting
Experience in mental health, behavioral health, or therapy clinics
Background in front office supervision or team leadership
Familiarity with CPT coding for scheduling

Responsibilities

Ensure clinicians’ schedules remain full and optimized daily
Proactively fill cancellations and no-show gaps in real time
Maintain waitlists and scheduling optimization strategies
Monitor provider productivity and utilization rates
Coordinate new patient intake to match provider availability
Understand CPT scheduling codes and provider-specific scheduling needs
Differentiate scheduling for contractors vs. employed providers
Use EHR system (SimplePractice or similar) for scheduling and data tracking
Monitor no-show and cancellation rates
Monitor schedule efficiency
Ensure collection of no-show and late cancellation fees
Generate reports on provider utilization and office performance
Maintain office supplies and clinical materials inventory
Oversee petty cash and patient amenities (coffee, water, snacks)
Ensure all equipment is functional: Computers, phones, charging stations, Noise machines (HIPAA compliance), TVs, speakers, office temperature, clocks
Maintain cleanliness and sanitation of offices and common areas
Organize supply cabinets (office + clinical materials)
Coordinate office décor and seasonal/awareness events
Assist in overseeing front desk operations and patient experience
Manage scheduling, phones, and intake workflows
Ensure adequate staff coverage (Monday–Saturday, open to close)
Maintain smooth daily clinic operations
Ensure accurate insurance verification (Medicare, Medicaid, commercial)
Confirm benefits including copays, coinsurance, and deductibles from billing department
Assist with patient onboarding and resolve scheduling issues
Handle patient and provider concerns with urgency and professionalism
Support training and oversight of front office staff
Maintain organized workflows and systems
Communicate effectively with providers and leadership