Office Manager

The Office Manager plays a vital role in maintaining the daily operations of our therapy office and serves as an important point of contact for clients, therapists, and administrative staff.

We are New Hampshire-based company, with an additional office in Hattiesburg, MS, so the ability to work independently and communicate effectively with a remote administrative team is essential. The ideal candidate will be comfortable taking ownership of daily office operations, making appropriate decisions, troubleshooting routine issues, and knowing when to reach out for additional support.

This position requires someone who is friendly, confident, tech-savvy, and highly organized, with strong time-management skills and the ability to manage multiple priorities in a busy clinical environment. Because much of the communication and administrative support will occur remotely, the candidate must be comfortable using email, messaging platforms, video conferencing, electronic medical records, practice management systems, and other technology necessary to stay connected with the team.

Tasks & Responsibilities Greet clients in a professional, friendly, and empathetic manner in person, by phone, or by email

Answer phone calls, respond to emails, and manage appointment inquiries

Schedule, confirm, and update client appointments using practice management software

Prepare the following day's schedule for assigned clinicians, ensuring clear notations regarding co-pays, forms, insurance cards, authorizations, or other client needs

Handle client insurance documents and intake forms, ensuring documentation is complete, accurate, and HIPAA-compliant

Verify and maintain insurance information and follow up on identified issues

Maintain accurate client records and files while protecting confidentiality

Collect and track client payments and co-pays Assist with insurance-related administrative tasks and established payer workflows

Assist with credentialing-related tasks as needed

Manage inventory of office supplies and coordinate and/or pick up orders

Ensure the waiting room and office areas remain tidy, organized, and welcoming

Support therapists with administrative needs such as copying, scanning, mailing, filing, and other office-related tasks

Coordinate with other providers, insurance companies, or outside services as needed

Communicate consistently with the administrative team regarding office operations, client needs, and issues requiring additional support

Utilize email, messaging platforms, video conferencing, electronic records, and other technology to maintain effective communication with the remote team Identify and address routine office issues using appropriate judgment and available resources

Help maintain efficient daily office operations and communicate opportunities for workflow improvement

Uphold HIPAA, confidentiality, and professional standards at all times

Complete additional projects and responsibilities as assigned based on the individual's experience, strengths, and interests

Key Qualities for Success The successful candidate will be someone who:

Takes ownership of their role and can confidently manage the office without constant direction

Communicates well with both local staff and the remote NH-based team

Is comfortable using technology as a primary means of communication and completing administrative work

Is approachable, professional, and confident when working with clients and staff

Can prioritize effectively and keep daily responsibilities moving in a busy environment

Uses good judgment and knows when to independently resolve an issue versus when to seek guidance

Is dependable, adaptable, and willing to take initiative

Maintains a calm and compassionate presence in a clinical setting

Required Experience & Qualifications Minimum of 3 years of front desk or medical/behavioral health administrative experience

Minimum of 2 years of experience working with insurance, including familiarity with insurance verification, benefits, co-pays, authorizations, and related payer requirements

Demonstrated ability to work independently and take ownership of daily responsibilities

Strong understanding of front desk operations, scheduling, client communication, and administrative workflows

Excellent time-management and prioritization skills

Comfortable managing multiple responsibilities while maintaining accuracy and attention to detail

Friendly, confident, and professional demeanor when interacting with clients, families, therapists, and outside providers

Strong written…