Office Manager- PsyFi TMS

Office Manager

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.

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.

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.

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.

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.

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.

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.

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.