Office Manager - Mental Health Agency

One Love Agency•Pocatello, ID

3d•Onsite

About The Position

The Office Manager at One Love Agency plays a key role in supporting the day-to-day operations of the agency, ensuring that the office runs efficiently and that all administrative tasks are completed in a timely and organized manner. This position is crucial for maintaining smooth communication, managing office supplies, assisting with scheduling, and supporting both clinical and non-clinical staff.

Requirements

High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
At least 2 years of experience in office management, preferably in a healthcare or mental health setting.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to manage multiple tasks and prioritize effectively.
Proficient in Microsoft Office Suite (Word, Excel, Outlook).
Experience with electronic health record (EHR) systems preferred.
Strong interpersonal skills and the ability to work collaboratively with diverse teams.
Knowledge of HIPAA regulations and confidentiality requirements.

Nice To Haves

Previous experience in a mental health agency or healthcare setting.
Previous experience performing medical assistant duties
Experience with billing and insurance claims.
Knowledge of mental health services and terminology.
Ability to handle sensitive and confidential information with discretion.

Responsibilities

Perform general office duties such as answering phones, responding to emails, and managing client inquiries.
Assist with scheduling appointments and coordinating meetings for clinical staff.
Maintain office files, ensuring they are organized, up-to-date, and confidential in accordance with HIPAA regulations.
Process incoming and outgoing mail and packages.
Manage client intake processes, including gathering necessary documentation and information.
Schedule client appointments and ensure timely reminders are sent.
Support clients with general questions, directing them to appropriate staff as needed.
Monitor client wait times and ensure a welcoming, professional atmosphere.
Track inventory of office supplies and reorder as needed.
Coordinate maintenance and repairs for office equipment, including phones, computers, and copiers.
Assist with billing processes, ensuring proper documentation for insurance claims.
Process payments, track billing, and follow up on unpaid invoices as directed by the finance team.
Maintain financial records for the agency in collaboration with the finance department.
Assist staff with administrative tasks as needed to ensure smooth operations.
Organize training sessions, workshops, or team meetings as directed.
Support the onboarding process for new hires by preparing necessary documents and providing orientation.
Maintain and update client records in the agency’s electronic health record (EHR) system.
Generate reports as needed for clinical, financial, and administrative purposes.
Ensure all data is accurately entered and maintained in compliance with agency policies.
Ensure office operations are in compliance with agency policies and regulatory standards.
Assist with preparing for audits or reviews, ensuring necessary documentation is available.
Support staff in adhering to confidentiality policies and maintaining HIPAA compliance.
Assist with special projects as needed, such as community outreach or marketing efforts.
Provide general office support during peak times or when other staff are unavailable.
Provide assistance to medical providers