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Office Manager- PsyFi TMS

Office Manager- PsyFi TMS

Healthcare Management ResourcesMinneapolis, MN, US
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Job Description

Job Description

Salary : DOE

Job Title : Office Manager

Location : 4444 W 76th St Suite 400, Edina, MN 55435

Employment Type : Full-Time

Key Responsibilities :

Office Operations & Administration

  • Manage all aspects of day-to-day office operations, including office maintenance, supplies, equipment, and vendor relationships.
  • Develop, implement, and continuously improve office systems, workflows, and procedures to optimize efficiency.
  • Oversee document management systems, filing protocols, and ensure data security and compliance with privacy laws.
  • Maintain and enforce office policies and procedures to align with company goals and compliance requirements.

Team Leadership & Staff Oversight

  • Supervise and support administrative and front desk staff, including hiring, onboarding, training, performance evaluations, and conflict resolution.
  • Serve as a key point of contact between upper management and staff, ensuring clear communication and execution of strategic priorities.
  • Foster a positive and professional office culture that emphasizes collaboration, accountability, and customer service.
  • Lead regular team meetings to ensure alignment, address operational issues, and promote engagement.

    • Credentialing & Compliance

  • Oversee the credentialing and re-credentialing processes for providers and professionals, ensuring all licensures, certifications, and documentation are accurate and current.
  • Stay updated on industry standards, payer requirements, and regulatory changes affecting credentialing and office compliance.
  • Work closely with human resources, providers, and external credentialing agencies to maintain credentialing timelines and accuracy.
  • Monitor expirations and proactively manage renewals for all required credentials.

    • Billing, Financial, and Reporting Functions

  • Assist with or manage billing processes, including coding review, invoice preparation, collections, and reconciliations.
  • Collaborate with accounting and billing departments (or vendors) to ensure accurate and timely financial reporting.
  • Prepare reports on billing productivity, credentialing status, and administrative metrics for leadership review.
  • Help track and manage office budgets, approve purchases, and reduce operational costs where appropriate.

    • Front Desk and Client Services Support

  • Serve as a backup for front desk operations during staff shortages or peak hours, including answering phones, scheduling, and greeting clients or patients.
  • Ensure a professional, courteous, and responsive front desk experience aligned with company standards.
  • Train front desk staff on customer service practices, system usage, and workflow efficiency.

    • Technology & Systems Management

  • Oversee use and administration of practice management software, scheduling tools, and other office technologies.
  • Troubleshoot system issues and coordinate with IT support or vendors for timely resolutions.
  • Assist with onboarding staff onto software platforms and maintaining accurate user access permissions.

    • Strategic and Project Management

  • Collaborate with executive leadership on special projects, office expansions, workflow optimization, and operational planning.
  • Lead or participate in quality improvement initiatives, helping to drive measurable improvements in service delivery and internal operations.
  • Maintain up-to-date knowledge of best practices in office management, credentialing, and administration.

    • Qualifications :

  • Proven experience (5+ years preferred) in office management or administrative leadership roles.
  • Experience with credentialing and billing processespreferably in [healthcare / legal / other relevant field].
  • Ability to assist with or oversee front desk duties as needed.
  • Strong organizational and time management skills.
  • Excellent interpersonal, verbal, and written communication skills.
  • High level of discretion and professionalism.
  • Proficient in office software (Microsoft Office, Google Workspace, and / or industry-specific tools).
  • MBA or equivalent advanced degree strongly preferred.
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    Office Manager • Minneapolis, MN, US

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