Office Manager

ADDICTION AND MENTAL HEALTH SERVICES • Tuscaloosa, AL

17d

About The Position

The Office Manager oversees the daily administrative and operational functions of the outpatient program. The position coordinates patient care, supports compliance with regulatory requirements, and helps maintain efficient office operations. The Office Manager serves as a liaison among patients, clinical staff, providers, and external partners to support high-quality, patient-centered care while following organizational policies and industry standards.

The role includes managing scheduling and patient flow, maintaining records and a HIPAA-compliant work environment, supporting audits and quality assurance, coordinating referrals and continuity of care, and assisting clinical staff with documentation and authorizations. The Office Manager also works with the Executive Director to implement office policies and improve administrative workflows, addresses patient concerns and urgent needs, and maintains relationships with internal teams and community partners.

Requirements

• High school diploma or equivalent.
• Strong knowledge of state and federal healthcare regulations.
• Excellent communication, organizational, and interpersonal skills.
• Ability to multitask, prioritize workload, and work effectively in a fast-paced environment.
• Proficiency in office software applications and electronic medical record (EMR) systems.
• Commitment to confidentiality and ethical standards in patient care.

Nice To Haves

• Previous experience in healthcare office management or administration.

Responsibilities

• Oversee daily office operations, including scheduling, patient flow, and provider availability.
• Coordinate office supplies and resources to maintain a clean, organized, and HIPAA-compliant work environment.
• Ensure timely and accurate patient records, reports, and administrative paperwork.
• Manage appointment scheduling to optimize provider availability and patient access to care.
• Work with the Executive Director to implement office policies and streamline administrative workflows.
• Ensure compliance with state and federal regulatory requirements related to outpatient healthcare services.
• Maintain records in accordance with HIPAA and confidentiality guidelines.
• Assist with audits, quality assurance initiatives, and policy implementation.
• Serve as a point of contact for patients regarding scheduling, referrals, and general inquiries.
• Assess patient needs and coordinate with internal and external providers to support continuity of care.
• Verify patient eligibility and benefits, including compliance with insurance guidelines and Ambetter UR information for new admissions.
• Coordinate with pharmacies to facilitate medication delivery and resolve prescription-related concerns.
• Address patient concerns and support a positive, patient-centered experience.
• Liaise among patients, providers, and external agencies to improve coordination and service delivery.
• Implement crisis management and triage protocols for urgent patient needs.
• Build and maintain effective relationships with internal teams, patients, and community partners.
• Support clinical staff by facilitating completion of documentation, authorizations, and required paperwork.
• Monitor office operations and identify process improvements and efficiency opportunities.
• Participate in department meetings, training, and professional development initiatives.
• Maintain professionalism and uphold the organization’s mission, vision, and values.
• Perform other duties as assigned by the Executive Director.

Benefits

• Three BCBSAL medical plan options, described as having improved rates, co-pays, and prescription benefits.
• Expanded coverage options for domestic partners and a wider network of in-network providers.
• Mental health support, including improved access to services and an Employee Assistance Program with digital wellness tools and wellness coaching.
• Voluntary coverages, including pet insurance, home and auto insurance, and family legal services.
• Student loan repayment available for nurses and therapists.
• 401(k) plan through Voya.
• Paid time off policy.
• Part-time employee voluntary benefits for employees working 20 hours or more per week, including dental, vision, life, accident insurance, and telehealth options.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED