Mental Health Office Manager

Mental Health Office Manager

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

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