Mental Health Office ManagerCYB Human Resources • Westminster, CO, US
Mental Health Office Manager
CYB Human Resources • Westminster, CO, US
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job_description.job_card.job_descriptionConflict resolution & problem-solving Staff training & accountability Multitasking in fast-paced environments Calendar and schedule management Emotional intelligence & cultural sensitivity 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) 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 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 10 hour shift 8 hour shift Monday to Friday No nights No weekends No major holidays 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) Dental insurance Health insurance Paid time off Parental leave Professional development assistance Vision insurance
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
Key Skills :
Key Performance Indicators (KPIs) :
Daily Responsibilities :
Weekly Responsibilities :
Schedule :
Requirements :
Benefits :
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Mental Health Manager • Westminster, CO, US