Office manager

Optimum Therapy and Consults

Ellicott City, MD, USA

18 hours ago

Full-time Hybrid

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Position: Office Manager

Practice: Optimum Therapy and Consults

Setting: Outpatient Psychiatric and Mental Health Practice

Work Arrangement: Remote / Work From Home

Position Type: Full-Time or Part-Time, based on practice needs

Position Overview

Optimum Therapy and Consults is seeking a highly organized, dependable, and personable Office Manager to oversee the day-to-day administrative operations of a growing outpatient psychiatric practice. This is a remote position for someone who can work independently, communicate professionally, anticipate problems before they disrupt operations, and help create an organized and welcoming experience for patients and providers.

The Office Manager serves as a central point of coordination for the practice. This individual will manage scheduling and patient communication, support insurance and billing workflows, maintain accurate administrative records, coordinate with providers and outside organizations, and ensure that daily office functions are handled efficiently and professionally.

Because we work with individuals seeking mental health services, discretion, patience, good judgment, and respect for confidentiality are essential.

Key Responsibilities

Patient Scheduling and Communication

Manage new and established patient scheduling, rescheduling, cancellations, and appointment confirmations.

Respond professionally and promptly to patient telephone calls, portal messages, emails, and general inquiries.

Assist new patients with registration, intake paperwork, consent forms, insurance information, and other required documentation.

Follow up on incomplete paperwork or information needed before appointments.

Communicate appointment changes and practice information clearly while maintaining appropriate professional boundaries.

Help patients navigate routine administrative concerns without making them feel dismissed or rushed.

Practice Operations

Coordinate the daily administrative workflow of the practice and ensure outstanding tasks are followed through to completion.

Maintain provider schedules and identify scheduling conflicts, gaps, or other operational concerns.

Develop and maintain organized systems for tracking administrative responsibilities.

Monitor incoming correspondence, faxes, forms, records requests, and other practice communications.

Coordinate completion and distribution of administrative documents when authorized by the provider.

Maintain accurate electronic records and ensure documents are appropriately filed.

Assist with implementation and maintenance of office procedures and workflows.

Identify recurring operational problems and bring practical solutions to the practice owner.

Insurance and Billing Support

Verify insurance coverage and patient eligibility when required.

Assist with obtaining and tracking prior authorizations and other payer requirements.

Communicate with patients regarding routine insurance or billing questions within the scope of the position.

Work collaboratively with billing personnel to address rejected claims, outstanding balances, demographic errors, insurance changes, and other administrative billing concerns.

Maintain appropriate documentation of billing-related communications and follow-up.

Escalate complicated billing or insurance matters appropriately rather than allowing unresolved issues to remain unattended.

Patient Care Coordination

Support communication between patients and providers regarding nonclinical matters.

Route medication refill requests, pharmacy concerns, forms, and clinical messages to the appropriate provider without independently providing clinical advice.

Assist with referrals and coordination with therapists, primary care offices, pharmacies, laboratories, and other healthcare organizations as directed.

Obtain or send medical records and releases of information in accordance with practice procedures and applicable privacy requirements.

Help maintain continuity of care by ensuring important administrative requests are appropriately tracked and completed.

Compliance and Confidentiality

Maintain strict confidentiality of patient and practice information.

Follow HIPAA requirements and established privacy and security procedures.

Protect electronic patient information while working remotely and use only approved systems and communication methods.

Maintain professional boundaries and exercise sound judgment when handling sensitive psychiatric and personal information.

Immediately report privacy, security, documentation, or operational concerns to practice leadership.

What We Are Looking For

The ideal candidate is mature, reliable, detail-oriented, and genuinely comfortable working with people. This position requires someone who does not need constant supervision to remain productive and who understands that excellent administrative work directly affects the patient's experience.

The successful candidate should possess strong written and verbal communication skills; excellent organization and time-management abilities; attention to detail; good judgment; emotional maturity; and the ability to prioritize competing responsibilities. The individual must be comfortable learning new systems, following established procedures, accepting feedback, and taking responsibility for assigned work.

Because this is a remote position, the Office Manager must also be self-directed, responsive during scheduled working hours, comfortable communicating electronically, and able to maintain a professional and confidential workspace at home.

Preferred Qualifications

Previous experience in a medical, psychiatric, behavioral health, or other healthcare office.

Experience with electronic health record systems, telehealth platforms, and electronic scheduling.

Familiarity with health insurance verification, prior authorizations, claims, and patient billing processes.

Working knowledge of HIPAA and healthcare confidentiality requirements.

Strong computer proficiency, including email, electronic documentation, spreadsheets, and standard office applications.

Previous office management, medical receptionist, patient coordinator, or administrative experience is strongly preferred.

Professional Expectations

The Office Manager is expected to be dependable, responsive, respectful, and accountable. Patient concerns should be handled with patience and professionalism, even during difficult interactions. Assigned responsibilities should be completed accurately and followed through without repeated reminders.

This position requires someone who can recognize what needs attention, communicate when assistance is needed, and take appropriate initiative rather than waiting for every task to be assigned.

What Makes This Position Meaningful

This is more than answering phones and managing a calendar. The Office Manager helps shape a patient's first and ongoing experience with the practice. For someone seeking psychiatric care, a respectful phone call, a correctly scheduled appointment, a resolved insurance problem, or a timely response can make a meaningful difference.

At Optimum Therapy and Consults, we value professionalism, compassion, accountability, confidentiality, and treating every person with dignity. We are looking for an Office Manager who understands those values and can help us maintain an organized practice where patients feel respected and providers are able to focus on delivering excellent care.

The right person for this role will become an important part of the practice—not simply someone completing administrative tasks, but someone helping the entire practice function well.

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