Behavioral Health Clinic Operations Lead

Recovery Associates Group; Memphis (TN); On-site; USD 58,000 - 82,000; Full time

Job summary

Recovery Associates Group seeks an Office Manager to anchor clinic operations in an outpatient behavioral health setting. You will oversee front-office flow, verification and authorization, multi-provider scheduling, intake completion, chart integrity, and vendor management.

You will ensure HIPAA and 42 CFR Part 2 compliance, supervise administrative staff, and maintain efficient revenue cycle processes in a fast-paced clinic environment.

Qualifications

• Bachelor's degree in healthcare administration, business, or a related field.
• Minimum three years of medical office experience, with at least one year in supervision.
• Demonstrated hands-on experience with insurance verification and prior authorization in behavioral health, substance use, or medical settings.
• Proficiency with an electronic health record and practice management system; ability to learn new systems quickly and train others.
• Working knowledge of HIPAA and readiness to become fluent in 42 CFR Part 2 within 90 days of hire.
• Strong proficiency in Microsoft Excel or Google Sheets and ability to build a tracker.
• Ability to multitask effectively in a fast-paced environment with interruptions.
• Ability to pass a criminal background check and registry screening.

Responsibilities

• Own daily clinic flow including opening/closing procedures, lobby coverage, phone coverage, check-in/check-out, and patient throughput.
• Serve as escalation point for patient complaints and scheduling conflicts; route clinical concerns to the Clinical Director.
• Maintain a trauma-informed, de-escalated front-office environment with professional, non-judgmental communication.
• Develop and document front-office workflows so operations don’t depend on one person’s memory.
• Manage supply inventory, vendor relationships, equipment service contracts, and facility maintenance requests.
• Coordinate with the Safety Officer on environment of care items at the front office and incident reporting.
• Verify eligibility and behavioral health benefits for new patients before first appointment and re-verify as needed.
• Document verification results: effective dates, copay, coinsurance, deductible, limits, telehealth coverage, and authorization requirements.
• Maintain authorization tracker with counts and expiration dates to prevent expired sessions.
• Collect copays, coinsurance, deductibles at time of service; reconcile daily cash and card receipts and daily deposits.
• Build and maintain master census across multiple therapists, prescribers, and group facilitators.
• Optimize schedule utilization, manage waitlists, and enforce no-show/late-cancellation policies.
• Coordinate group programming logistics: rosters, room assignments, and attendance tracking.
• Track scheduling metrics: time from first contact to intake, time to first session, utilization, no-show, and cancellation rates.
• Own administrative intake end-to-end: inquiry, screening, benefit verification, packet distribution, and scheduling of assessments.
• Ensure intake packets are complete before billing; collect consent and HIPAA-related documents.
• For minors, verify custody/consent before services and escalate ambiguities.
• Collect health equity and social-need data as required.
• Route any risk indicators to a licensed clinician per risk escalation protocol.

Skills

Leadership experience

Insurance verification

HIPAA knowledge

Excel proficiency

Education

Bachelor's degree in healthcare administration, business, or a related field

Tools

Electronic Health Record

Practice management system

Job description

Recovery Associates Group seeks an Office Manager to anchor clinic operations in an outpatient behavioral health setting. You will oversee front-office flow, verification and authorization, multi-provider scheduling, intake completion, chart integrity, and vendor management.

You will ensure HIPAA and 42 CFR Part 2 compliance, supervise administrative staff, and maintain efficient revenue cycle processes in a fast-paced clinic environment.