Office Manager - Outpatient
- Monday - Friday, 5:30 AM - 1:30 PM
- Position will also oversee our Quincy satellite unit and fill in as the van driver, as needed
- Brockton, MA (outpatient clinic location)
- Quincy, MA (clinic's satellite/mobile treatment unit)
- Semi-Annual Bonus Program
- Medical, Dental, and Vision insurance
- Competitive 401(k) plan
- Paid vacation and sick time
- Early morning hours offering a great work/life balance
- Opportunity for growth that is second to none in the industry
- Administrative supervision, leadership, guidance, and feedback to administrative staff in order to facilitate smooth operations of the clinic while maintaining appropriate coverage, scheduling and training;
- Establishes, maintains, and retrieves general files for clinic leadership;
- Manages and coordinates administrative programs and office activities;
- Develops procedures and policies for office activities and training;
- May work with Clinic Director to plan community outreach events;
- May attend staff meeting, take notes and prepare minutes, as required by clinic leadership;
- Prepares and distributes correspondence, interoffice memorandums, contracts, forms, and reports;
- May submit purchase orders as required;
- May assist in monitoring clinical staff credentialing process, including collection of documentation, verification of credentials, and licenses, as directed;
- May share responsibility for completing insurance information on vehicle accidents and abuse allegations and injuries of patients; and,
- Perform other duties as assigned.
- High school diploma or GED equivalent required
- Bachelor’s degree in Healthcare Administration or related field preferred
- 2+ years of secretarial or administrative experience in a healthcare setting
- 1+ year of supervisory experience overseeing administrative or billing staff
- Experience with medical billing and coding, especially related to substance use treatment and MAT (medication-assisted treatment) services
- Familiarity with Medicaid, Medicare, and private insurance billing regulations
- Experience using electronic health records (EHR) and billing software systems
- Experience supporting audits and ensuring billing compliance
- Understanding of HIPAA and 42 CFR Part 2 confidentiality requirements
- Ability to ensure compliance with payer requirements and healthcare regulations
- Strong knowledge of administrative processes such as file maintenance, patient records management, and office workflow coordination
- Proficiency in Microsoft Office (Excel, Word, Outlook) and general computer systems
- Ability to analyze billing and operational reports to identify trends or discrepancies
- Basic knowledge of HR-related functions (e.g., scheduling, onboarding, timekeeping, performance feedback)
- Able to communicate effectively, both verbally and in writing
- Strong leadership, training, and staff development abilities
- Excellent organizational skills, time management, and attention to detail
- Demonstrated problem-solving and conflict resolution skills
- Team-oriented mindset with a focus on supporting clinical staff and ensuring smooth day-to-day operations
- Maintains discretion and professionalism when handling confidential information
- Ability to adapt to changes in healthcare regulations and operational priorities
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