Office Manager

McCall Wellness•Albuquerque, NM

11d

About The Position

We are seeking a warm, dependable, organized, and service-minded Front Office Manager to support the daily operations of our Christian behavioral health agency. This person is often one of the first people clients and families interact with and plays an important role in creating an environment where people feel welcomed, respected, and cared for from their first contact with our office. Our agency approaches behavioral health from a whole-person perspective and recognizes the importance of emotional, physical, relational, and spiritual well-being. We serve individuals and families from a variety of backgrounds while operating from Christian values of compassion, integrity, dignity, grace, and service. The Front Office Manager works closely with the Clinical Director, clinicians, interns, and other team members to keep the administrative side of the agency organized and running smoothly. This position requires someone who can balance excellent customer service with confidentiality, professionalism, good judgment, and clear boundaries between administrative and clinical responsibilities. The Front Office Manager is expected to support the Christian mission, values, and culture of the agency and contribute to an environment characterized by compassion, respect, integrity, humility, and service. This includes treating every person with dignity and respect regardless of background, beliefs, circumstances, or reason for seeking services. Clients are never pressured to participate in faith-based discussions or practices, and clinical decisions remain the responsibility of qualified clinical staff. The Front Office Manager should be comfortable working in an organization where Christian faith informs the agency's mission, workplace culture, and approach to caring for individuals and families.

Requirements

High school diploma or equivalent required
Previous experience in a behavioral health, medical, healthcare, or professional office setting preferred.
Experience with electronic health records, scheduling, billing, or health insurance processes strongly preferred.
Familiarity with Medicaid and other insurance programs is a plus.
Understanding of HIPAA and client confidentiality requirements preferred.
Strong organizational and time-management skills.
Strong written and verbal communication skills.
Ability to communicate professionally and compassionately with children, adolescents, adults, and families.
Ability to handle confidential and sensitive information with discretion.
Comfortable learning electronic health records, insurance portals, scheduling systems, and other technology used by the agency.
Ability to manage multiple responsibilities while maintaining attention to detail.
Ability to work independently, problem-solve, and recognize when an issue needs to be escalated to the Clinical Director.

Nice To Haves

associate's or bachelor's degree preferred.

Responsibilities

Serve as a welcoming and compassionate first point of contact for clients, families, referral sources, and community partners.
Answer and return phone calls, messages, and other office communications in a timely and professional manner.
Respond to prospective client inquiries and explain the agency's services and intake process.
Schedule, reschedule, and cancel appointments and help maintain accurate clinician calendars.
Manage appointment openings, waitlists, and new-client scheduling.
Assist clients with completing required intake paperwork and administrative forms.
Verify insurance information and eligibility and assist with other insurance-related administrative processes.
Assist with authorizations, claim follow-up, insurance correspondence, and other billing-related administrative needs as assigned.
Communicate professionally with clients regarding copays, deductibles, outstanding balances, and agency financial policies.
Maintain accurate client demographic and administrative information in the electronic health record.
Monitor incoming voicemail, email, faxes, records requests, referrals, and other administrative communication.
Obtain and process appropriate releases of information and route records requests according to agency procedures.
Coordinate administrative communication with schools, medical providers, insurance companies, community organizations, and other referral partners when appropriate.
Support administrative onboarding and ongoing needs of clinicians, interns, and other team members.
Help maintain office procedures, forms, supplies, and general organization of the practice.
Assist the Clinical Director with administrative projects, credentialing documents, payer correspondence, and practice-management needs.
Protect client privacy and follow HIPAA, agency confidentiality policies, and applicable state and federal requirements.
Recognize when a client communication involves a clinical or safety concern and immediately route the concern to the appropriate clinician or Clinical Director according to agency procedures.