Spanish River Counseling Center Office Manager

Spanish River Counseling Center (SRCC) is a non-profit organization affiliated with Spanish River
Church seeking to provide professional counseling services to individuals, couples and families.
Therapist staff members are state-licensed and board-certified Clinical Psychologists,
Psychotherapists and Mental Health Professionals.

GENERAL DESCRIPTION:
The Office Manager functions in a leadership capacity, overseeing and managing the operations
of the office. This person will directly assist the Clinical Director with a variety of projects,
statistical reporting, budgeting, marketing strategies, hiring decisions, building updates and
renovations, therapist engagement, staff meetings and promoting the vision for future growth.

The Office Manager will oversee and assist with front office duties including: greeting clients,
collecting and posting payments, scheduling appointments, entering client data in the practice
management system, lending support to therapists, insurance verifications, and performing
diversified administrative and accounting duties as required.

POSITION TYPE: Full-Time

REPORTS TO: Clinical Director

TEAM MEMBERSHIP: Administrative Team

PRIMARY JOB FUNCTIONS INCLUDE (Daily):

• Open office and prepare waiting area for clients.
• Ensure the cleanliness of the office is maintained.
• Contribute to all front office duties, including: answering and directing phone calls, scheduling appointments, collecting and posting payments, etc.
• Ensure credit card receipts are collected and payments are posted accordingly.
• Review EOBs, post insurance payments, write offs, and adjustments to client accounts.
• Follow-up with clients to collect unpaid payments to reduce overdue outstanding balances.
• Maintain and update therapist availability and schedules.
• Assist in matching new client intakes with a therapist who can best meet their individual needs, and assign general intakes to therapists.
• Maintain the highest degree of confidentiality.
• Assist in the resolution of day-to-day operational challenges.

• Respond to subpoenas and record requests in adherence to HIPAA standards for privacy/security.
• Facilitate quarterly office meetings between the Clinical Director and SRCC therapists.
• Provide technical assistance to the Clinical Director (i.e. typing notes and session reports, updating computer programs, creating power-point presentations, etc.).
• Collaborate with the Communications Department to promote the Counseling Center through marketing, special events, and maintaining an online presence.
• Assist the Clinical Director with professional presentations, speaking engagements, etc.
• Maintain and update memberships with Counseling Directories and Referral Networks.
• Run payroll reports and provide to the accounting department each week
• Assist in recruiting, hiring, and training new therapists and staff members.
• Maintain statistics on client sessions, new intakes, generated revenue, etc.
• Ensure licensing and liability insurance information is up-to-date for therapists.
• Process donations made directly to SRCC.
• Review SRCC’s policies and procedures to make recommendations for continued compliance and improved effectiveness and efficiency of systems.
• Update client intake forms, authorizations, and consent forms to maintain HIPAA compliance.
• Monitor and stock inventory of office and kitchen supplies, intake forms, business cards
• Perform additional projects and duties as assigned.

• Computer proficiency (Microsoft Outlook, Excel and Word)
•  Accuracy in typing (minimum 45 wpm), data entry and attention to detail
• Excellent oral and written communication skills
• Knowledge of HIPAA, and Privacy & Security of Protected Health Information
• Knowledge of medical billing, including ability to read and interpret deductibles, co-pays, co-insurance and out-of-pocket maximums

• Minimum 3 years’ experience working in a mental and/or behavioral health setting preferred.
• Minimum 1-2 years’ experience working with insurance billing and accounts receivable
• Ability to interpret Explanation of Benefits (EOB’s)
• Knowledge of CPT and ICD-10 codes
• Experience using Practice Management Software and/or an EMR System
• Excellent work ethic, professionalism, and dependability
• Previous experience overseeing and managing direct report employees
•  Excellent oral and written communication and grammar skills
• Flexibility and ability to meet deadlines

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