Office Manager

About the role

New U Therapy Center & Family Services is a well-established multidisciplinary mental health practice located in Valencia. We are passionate about providing high-quality care to our local community and are seeking dedicated and motivated Associate Psychotherapists to join our growing team.

Responsibilities

• Scheduling and Appointment Coordination: Manage scheduling for new and follow-up appointments, maintain accurate clinician calendars, and promptly adjust schedules for cancellations, rescheduling, or new patient needs.
• Patient and Insurance Management: Verify and maintain accurate patient insurance information, confirm eligibility and authorizations, and clearly communicate financial responsibilities to patients or guarantors.
• Documentation and Compliance: Review patient intake forms for completeness and compliance, maintain accurate records in the EHR system, and coordinate patient record requests in accordance with regulations.
• Patient Communication and Customer Service: Serve as a primary point of contact for patients, responding to inquiries via phone, email, and in person, addressing concerns professionally, and ensuring a welcoming front-desk experience.
• Record Keeping and Financial Support: Collaborate with billing to apply and reconcile daily copay charges and support accurate financial documentation.
• Email and Mail Management: Process administrative emails, mail, and patient record requests promptly, ensuring accurate same-day routing to appropriate departments or providers.
• Office Maintenance and Operations: Maintain a clean, organized, and welcoming office environment; coordinate maintenance, repairs, and office supplies; and ensure safety and cleanliness standards are met.
• Building, Equipment, and Inventory Management: Monitor office equipment and security, manage inventory and ordering of supplies, and track expiration dates to ensure uninterrupted operations.
• Office Scheduling and Budget Support: Coordinate room schedules for clinicians and staff, and work with finance to track office expenses, inventory, and budget usage.
• Staff Coordination and Office Culture: Act as a liaison between clinicians, staff, and patients, support communication of policies and updates, and assist with team-building activities and office events in collaboration with HR and Marketing.
• Administrative and Front Desk Support: Provide general administrative and front desk support, including patient check-ins, paperwork preparation, and assistance with non-clinical tasks.

Requirements

• Must have experience in healthcare office management.
• Must have experience in scheduling.
• Must have experience in eligibility checking and verifying insurances.
• Must be tech savvy, with experience learning and using new technologies, software, and systems, and the ability to troubleshoot basic technical issues and adapt to new tools and platforms.

Qualifications

• High school diploma or equivalent.
• Experience in healthcare office management.
• Experience in scheduling.
• Experience in eligibility checking and verifying insurances.

Skills

• Excellent organizational and time management skills.
• Strong customer service and communication skills.
• Proficiency in Microsoft Office Suite.
• Ability to learn and use new technologies, software, and systems.

Benefits

• 100% Health Insurance and 75% Dental and Vision Insurance for employee coverage only.
• Company Life Insurance Coverage.
• 401K with up to 3% matching to help secure your financial future.
• Paid two weeks vacation and 40 hours sick time to promote work-life balance.
• Six paid holidays per year.
• A collaborative, team-oriented work culture that fosters professional growth.
• Fully equipped, comfortable office space in Westlake Village.
• Access to an electronic health record platform for seamless documentation.
• Annual team-building and corporate in-person events.
• Monthly culture-building activities such as company lunches.
• Competitive Compensation Rates: $70,304 annually.

Pay

• $70,304 annually

Schedule

• Exempt Position, Regular office hours 9-6 M-F

Core Values

• If you’re passionate about making a difference and eager to grow in a supportive and dynamic environment, we’d love to hear from you!