Mental Health Office Manager

Job Description

Mental Health Office Manager Job Description

Position Summary : The Mental Health Office Manager oversees the day-to-day non-clinical operations of all five clinic locations, ensuring administrative, scheduling, facilities, and patient service processes run smoothly. This person will be expected to travel weekly to different sites, build accountability among PCCs and support staff, and uphold the integrity, efficiency, and culture of the company

Core Responsibilities :

Staff Oversight & Performance

Supervise and support all PCCs, including scheduling, performance reviews, and daily expectations along with the coordination of the PCC Supervisor

Coordinate daily staffing coverage (remote / in-person)

Support the onboarding of new admin and clinical staff

Manage call outs, coverage plans, and staff time-off calendars with the coordination of HR

Conduct monthly check-ins with PCCs and Ketamine Coordinators

Ensure adherence to SOPs, workflows, and communication guidelines

Operational Coordination

Ensure each location is clean, stocked, organized, and welcoming

Monitor office supply levels, manage reorders, and vendor relationships

Oversee maintenance and repair requests for each office

Manage patient-facing documentation (consents, intake forms, flyers, brochures) in coordination with Patient Networking Coordinator

Patient Experience & Quality Assurance

Handle elevated patient complaints professionally and in alignment with policy

Monitor phone calls, patient communications, and front desk etiquette

Ensure PCCs are following check-in, check-out, and follow-up protocols

Ensure ketamine and SPRAVATO experiences are being consistently documented and protocols followed

Scheduling & Workflow Management

Ensure daily and weekly provider schedules are optimized and accurate

Ensure PCCs are confirming appointments, managing cancellations, and utilizing waitlists

Support clinical coverage coordination for provider PTO and gaps

Track and report appointment-related KPIs weekly (attendance, cancellations, etc.)

Compliance & Documentation

Ensure HIPAA compliance among admin staff

Assist with maintaining accurate patient documentation and records management

Ensure consents and intake paperwork are complete and filed in the chart

Communication & Leadership

Act as liaison between the Clinical Director and admin / clinic staff

Attend leadership meetings monthly and relay updates to staff

Communicate all policy changes, workflow updates, and announcements in coordination with HR

Support enforcement of non-negotiables, time management, and productivity standards

Key Skills :

Conflict resolution & problem-solving

Staff training & accountability

Multitasking in fast-paced environments

Calendar and schedule management

Emotional intelligence & cultural sensitivity

Key Performance Indicators (KPIs) :

90%+ provider schedule fill rate across locations

Monthly team check-ins completed

All locations visited and documented weekly

100% admin staff completion of required forms, workflows, and scripts

90% positive patient feedback (reviews)

Daily Responsibilities :

Check in with all PCCs and PCC Supervisor via TEAMS

Monitor patient escalations or issues

Review provider schedules and flag gaps

Coordinate remote / in-person coverage

Log site walk-throughs and needs

Weekly Responsibilities :

Visit each office (rotate schedule, document visits) in a log

Run and review KPI dashboard for admin team to show during monthly meetings

Meet with Clinical Director and Admin director for updates & alignment

Deliver feedback to staff on performance or areas of concern

Ensure ketamine & SPRAVATO compliance is maintained, and patients are being seen

Schedule : 10 hour shift

8 hour shift

Monday to Friday

No nights

No weekends

No major holidays

Requirements

Required Qualifications :

HS Degree / GED

1 year of experience in office management in a mental health setting.

Minimum of 2 years of experience in office management in a healthcare setting.

TRAVEL : 25% travel, 1 day a week every week, stopping at each of 5 locations, including their home office. Weekly travel to different clinic sites

Preferred Qualifications :

Bachelor’s degree in Health Administration, Business, or related field (or equivalent experience)

2 years of experience in office management in a mental health setting.

Strong leadership, organizational, and interpersonal skills

Familiarity with EHR systems (e.g., AdvancedMD, Kareo, Eclinical Works, etc.)

Comfortable traveling to multiple offices weekly

Education :

Bachelor's (Preferred)

Ability to Commute :

Westminster, CO 80031 (Required)

Ability to Relocate :

Westminster, CO 80031 : Relocate before starting work (Required)

Benefits

Benefits : Dental insurance

Health insurance

Paid time off

Parental leave

Professional development assistance

Vision insurance

Requirements

Required Qualifications : HS Degree / GED 1 year of experience in office management in a mental health setting. Minimum of 2 years of experience in office management in a healthcare setting. TRAVEL : 25% travel, 1 day a week every week, stopping at each of 5 locations, including their home office. Weekly travel to different clinic sites Preferred Qualifications : Bachelor’s degree in Health Administration, Business, or related field (or equivalent experience) 2 years of experience in office management in a mental health setting. Strong leadership, organizational, and interpersonal skills Familiarity with EHR systems (e.g., AdvancedMD, Kareo, Eclinical Works, etc.) Comfortable traveling to multiple offices weekly Education : Bachelor's (Preferred) Ability to Commute : Westminster, CO 80031 (Required) Ability to Relocate : Westminster, CO 80031 : Relocate before starting work (Required)