Assistant Director, Outpatient Behavioral Health Program

Confidential; New York (NY); On-site; USD 70,000 - 100,000; Full time

Job summary

Confidential is seeking an Assistant Director to provide administrative and operational leadership within an outpatient behavioral health program. You will oversee admissions, referrals, and EMR records, while coordinating billing, insurance verification, and coordination with care teams.

The role requires 1–2 years of related experience and a Master’s in Social Services with NJ-LCSW licensure, plus strong communication and leadership capabilities to manage multiple priorities in a fast-paced

Qualifications

• Minimum 1–2 years of related experience in behavioral health administration.
• Master’s Degree in Social Services with NJ-LCSW licensure is required.
• Strong communication, leadership, and organizational abilities are essential.

Responsibilities

• Provide administrative and operational leadership for the outpatient program.
• Oversee admissions, intake, and referral processes.
• Verify insurance eligibility, benefits, and authorizations.
• Register patients and maintain EMR records with accuracy.
• Coordinate billing issues and liaise with patient financial services.
• Maintain compliance with HIPAA and confidentiality standards.
• Support staff development and participate in quality improvement initiatives.

Skills

Team leadership

Clear communication

Problem-solving

Multitasking

Interpersonal skills

Microsoft Office

Education

Master’s Degree in Social Services and NJ-LCSW

Tools

Electronic Health Records

Healthcare databases

Medicare/Medicaid regulations

Job description

The Assistant Director plays a key role in supporting the daily operations of an outpatient behavioral health program. This position provides administrative and operational leadership, oversees admissions and referral processes, supports staff and program initiatives, and collaborates with internal and external stakeholders to ensure high-quality patient care and efficient program operations.

Key Responsibilities

• Provide administrative and operational leadership in support of program management.
• Coordinate all aspects of the patient admissions and intake process.
• Verify insurance eligibility, benefits, authorizations, reimbursement, and payer requirements.
• Collect, review, and process referral information, including admissions, discharges, physician orders, and clinical documentation.
• Register patients and maintain accurate records within the electronic medical record (EMR) system.
• Review admission inquiries and determine patient eligibility and appropriateness for services.
• Process departmental billing charges, investigate claim issues, and collaborate with patient financial services to resolve billing concerns.
• Scan, upload, and maintain patient records, assessments, authorizations, releases of information, and supporting documentation.
• Communicate effectively with patients, families, referral sources, case managers, clinicians, physicians, and interdisciplinary team members.
• Maintain ongoing communication with referral partners regarding patient status and admissions.
• Develop and maintain relationships with hospitals, behavioral health providers, educational consultants, residential treatment centers, schools, community organizations, and other referral sources.
• Serve as the primary liaison for contracted programs and external partners, coordinating communication with clinical, nursing, administrative, and leadership teams.
• Coordinate student demographic tracking and required documentation for contracted school-based services.
• Monitor enrollment, admissions, census, and program timelines to ensure compliance with organizational, state, county, and federal requirements.
• Prepare and maintain admission logs, census reports, utilization reports, and other operational and financial reports.
• Maintain referral databases and cultivate referral relationships to support program growth.
• Participate in interdisciplinary meetings, case discussions, and departmental initiatives.
• Prepare meeting agendas, record meeting minutes, and maintain departmental documentation.
• Procure departmental equipment, instructional materials, and clinical supplies.
• Support payroll administration, including bi-weekly timecard verification.
• Assist with record retention and document management.
• Coordinate facility-related administrative matters and serve as a liaison for day-to-day operational needs, when applicable.
• Invoice contracted referral sources and assist with collection of outstanding balances.
• Support quality improvement initiatives through data collection, reporting, and process improvement activities.
• Identify opportunities to improve operational efficiency, admissions workflow, and overall program performance.
• Maintain a thorough understanding of organizational policies, procedures, regulatory requirements, and compliance standards.
• Protect patient privacy and maintain strict confidentiality in accordance with HIPAA and organizational policies.
• Deliver exceptional customer service while responding professionally to patient, family, and stakeholder concerns.
• Utilize AIDET communication principles by acknowledging, introducing, explaining processes, providing time expectations, and thanking patients and customers.
• Foster a professional, collaborative, and patient-centered environment through effective verbal and written communication.
• Demonstrate sound judgment, problem-solving skills, organization, and effective time management.
• Maintain a safe environment by adhering to infection prevention, safety, and environmental policies.
• Participate in required education, in-service training, and continuing professional development.
• Maintain dependable attendance, professionalism, and flexibility to meet departmental needs.
• Perform other duties as assigned to support departmental and organizational objectives.

Qualifications

Experience: Minimum of 1-2 years of related experience

Education: Master’s Degree in Social Services and NJ-LCSW

Skills: Ability to communicate clearly in English, both orally and in writing. Ability to lead and manage a team. Previous work experience in specialty area. Knowledge of Medicare/Medicaid Regulations; community resources

Skills

• Strong organizational, communication, and problem-solving skills.
• Knowledge of healthcare insurance verification, authorizations, and admissions processes.
• Experience with electronic health records and healthcare databases.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong interpersonal skills with the ability to build relationships across diverse stakeholders.
• Proficiency in Microsoft Office and related business applications.