Office Manager, Outpatient Services

About the Role

The Office Manager/Administrative Assistant oversees the outpatient behavioral health clinics at Interfaith Medical Center, ensuring smooth operations, timely supply provision, and addressing patient concerns. This position supports the administrative, clinical, training, and financial needs of the department, assists with chart reviews and clinic reports for regulatory compliance, and ensures training requirements for Psychiatry Residents and Psychiatric Nurse Practitioner trainees are met.

Responsibilities

• Ensure confidentiality of medical records and compliance with HIPAA rules and regulations.
• Facilitate timely patient interviews and visits, including processing and verifying financial and demographic information.
• Provide front desk coverage for registration, scheduling, insurance verification, and related tasks.
• Act as a liaison between clinicians, patient access/admitting office, case management, satellite clinics, and medical records.
• Prepare and maintain payroll and timesheet records for employees.
• Train and evaluate outpatient staff performance.
• Plan and schedule staff attendance for in-service training, educational updates, and mandatory classes.
• Foster a professional environment with positive work relationships.
• Manage payroll updates for all CMH clinicians.
• Coordinate sick call notifications to PBAs for timely patient rescheduling.
• Ensure front desk coverage during staff absences (sick leave, vacation, or time off).
• Correct scheduling errors, including wrong dates (e.g., Sundays, holidays) and clinician/NP scheduling issues.
• Notify patients and staff of scheduling changes or clinician/PBA emergencies.
• Collaborate with the clinical team to maintain infection control standards.
• Ensure clinics are clean and repairs are conducted promptly.
• Prepare agendas and minutes for CMH staff meetings, attend meetings, and take notes.
• Send reminders to staff regarding upcoming meetings and coordinate training sessions.
• Order, replace, and distribute office supplies (e.g., chairs, pens, paper, folders, staplers).
• Assist with clerical functions such as faxing, copying, and scanning.
• Supervise pediatric patients when parents are being interviewed by clinicians.
• Coordinate metrocard distribution for patients.
• Assist with processing prior authorizations for medications and procedures ordered by physicians and psychiatric nurse practitioners.
• Organize office operations and procedures, including clerical tasks, bookkeeping, payroll correspondence, filing, and supply requisitions.
• Formulate procedures for record retention, protection, retrieval, transfer, and disposal.
• Act as receptionist for office visitors, answer phones, and provide general department information.
• Record and track department information/data on computers and organize files.
• Prepare reports for the department head and assist with routine scheduling.
• Perform other duties as required or assigned.

Requirements

• High School Diploma or equivalency required; Associate’s degree preferred.
• Two or more years of general office experience.
• Good interpersonal skills and ability to communicate effectively in English, both verbally and in writing.
• Working knowledge of basic business math and clerical functions.
• Strong organizational skills and ability to prioritize and multitask.

Physical Requirements

• Involves standing, walking, sitting, lifting, and talking.
• May include repetitive motions.
• Perform other duties as required.