Front Office Manager

HRC Behavioral Health & Psychiatry, PA; Raleigh (NC); On-site; USD 68,000 - 75,000; Full time

Job summary

HRC Behavioral Health & Psychiatry, PA seeks an organized Office Manager to oversee administrative operations for Chapel Hill and Raleigh. You will supervise staff, coordinate onboarding, credentialing, and scheduling, and ensure efficient front-office workflows across both locations.

The role requires 3–5 years of administrative management experience in healthcare, with strong problem-solving, communication, and leadership skills. Travel between sites is expected, and the position is full-time.

Qualifications

• 3–5 years of administrative management experience
• Healthcare/behavioral health administrative experience preferred
• Experience supervising staff and coordinating multiple projects

Responsibilities

• Oversee daily administrative operations for both Chapel Hill and Raleigh offices
• Lead daily administrative team meetings
• Monitor office coverage and staffing needs
• Provide backup support to administrative staff during absences
• Coordinate credentialing and insurance administration
• Manage provider onboarding and communications
• Maintain office procedures and workflows

Skills

Office management

Staff supervision

Healthcare administration

Education

Bachelor's or Master’s in Business Administration

Public Administration

Human Resources

Organizational Leadership

Related field

Tools

Paylocity

RingCentral

Outlook/Microsoft 365

Job description

Company Description

HRC Behavioral Health & Psychiatry, PA is a comprehensive group practice providing quality mental health services through a team of psychologists, psychiatrists, social workers, substance abuse counselors, and professional counselors. The practice has offices in both Raleigh and Chapel Hill, serving diverse individuals, couples, and families. HRC is strongly committed to diversity, inclusivity, and equity in all aspects of care and workplace culture. The organization prioritizes creating and maintaining a positive, safe, and respectful environment for clients and team members. Team members are encouraged to contribute to a collaborative, supportive atmosphere that promotes professional growth and high-quality care.

Front Office Manager

Position Summary

HRC Behavioral Health & Psychiatry is seeking a highly organized, detail-oriented, and proactive Office Manager to oversee administrative operations for our growing behavioral health practice. This position plays a critical role in ensuring the efficient day-to-day management of both our Chapel Hill and Raleigh offices while supporting providers, administrative staff, patients, and leadership.

The Office Manager serves as the primary administrative operations leader and is responsible for staff supervision, provider onboarding, credentialing support, scheduling systems, insurance administration, office management, vendor coordination, communication systems, and operational process improvement.

The ideal candidate is a strong problem solver, possesses excellent organizational and communication skills, and thrives in a fast-paced healthcare environment.

Work Schedule

Full-Time Position

• Monday through Friday
• 8:00 AM to 5:00 PM

Office Location Expectations

This position requires regular in-person presence at both HRC locations.

• Chapel Hill Office: Approximately 3 days per week
• Raleigh Office: Approximately 2 days per week

The successful candidate must be comfortable traveling between offices and maintaining operational oversight across both locations.

Education & Experience Requirements

Preferred Qualifications

• Bachelor's or Master’s Degree in:
• Business Administration
• Public Administration
• Human Resources
• Organizational Leadership
• Related field

Experience

• Minimum 3-5 years of administrative management experience
• Healthcare, behavioral health, medical practice, or physician office experience strongly preferred
• Experience supervising staff and coordinating multiple projects simultaneously
• Experience with practice management systems, scheduling systems, and medical billing processes preferred

Compensation

• Hiring Range: $68,000 - $75,000 annually. Compensation will be based on experience, qualifications, healthcare administration background, leadership experience, and demonstrated ability to manage complex administrative and operational responsibilities

Essential Job Functions

Administrative Operations

• Oversee daily administrative operations for both Chapel Hill and Raleigh offices
• Conduct and lead daily administrative team meetings
• Monitor office coverage and staffing needs
• Provide backup support to administrative staff during absences
• Maintain administrative procedures and workflows
• Ensure consistency of front-office operations between locations
• Coordinate office communications and operational updates

Payroll & Staff Management

• Manage administrative staff schedules and time-off requests
• Approve employee timesheets in Paylocity
• Assist with recruiting, hiring, onboarding, and termination processes
• Conduct training and performance development activities
• Coordinate annual administrative staff reviews and compensation recommendations
• Facilitate employee orientation and policy review
• Maintain distribution of employee handbook and organizational resources

Provider Onboarding & Offboarding

Serve as the primary coordinator for provider transitions.

Responsibilities include:

• Create and maintain provider accounts in:
• Paylocity
• RingCentral
• Outlook/Microsoft 365
• Coordinate provider onboarding activities and communication
• Complete offboarding procedures upon provider separation
• Manage provider phone setup and voicemail configuration
• Coordinate office space assignments and logistical needs

These onboarding responsibilities mirror those identified as historically managed by Sudi-Laura.

Administrative Staff Onboarding

Coordinate onboarding and training for new administrative staff including:

• Athena access
• Paylocity setup
• RingCentral setup
• Outlook/Microsoft 365 account creation
• New employee training plans
• System access coordination

These responsibilities were identified in the transition documentation provided by administrative staff.

• Create scheduling templates for new providers
• Update existing provider scheduling templates
• Maintain holiday schedules within Athena
• Configure new provider setup within Athena
• Verify posting accuracy of deposits and payments
• Close daily Athena deposits

Provider template creation and maintenance were specifically identified as key operational responsibilities.

Credentialing & Insurance Administration

• Coordinate provider credentialing activities
• Maintain participation with:
• Blue Cross Blue Shield
• Aetna
• State Health Plan
• Monitor provider credentialing status
• Complete Medicare Opt-Out affidavits and renewals
• Maintain insurance participation records

Credentialing and Medicare administration were listed among the higher-level operational responsibilities previously managed centrally.

• Clear and monitor claims work queues
• Investigate and resolve claim denials
• Contact insurance carriers regarding claims issues
• Manage appeals process as needed
• Monitor payment mismatch reports
• Process virtual credit card (VCC) payments
• Review patient and insurance refunds
• Monitor write-offs and payment discrepancies
• Assist with workers' compensation claims administration
• Verify insurance eligibility through payer systems

Claims management, insurance eligibility administration, workers compensation activity, and appeals processes were identified as responsibilities not currently available to the administrative team.

RingCentral & Communications Management

• Manage RingCentral phone system administration
• Maintain call queues and routing
• Configure holiday and emergency schedules
• Forward phones as operationally necessary
• Coordinate communication with ProComm answering service
• Maintain monthly and annual on-call schedules
• Distribute provider phone updates

RingCentral administration was identified as a significant responsibility requiring elevated system access.

• Coordinate facility maintenance for both offices
• Oversee furniture acquisition and removal
• Manage office vendors and service providers
• Order office supplies and equipment
• Manage Staples account and ordering
• Order:
• Name plates
• Business cards
• Mailing labels
• Envelopes
• Coordinate office events and employee functions

Clinical & Provider Support

• Ensure provider coverage communications are completed
• Coordinate appointment blasts and patient communications
• Manage emergency scheduling notifications
• Assist with provider operational needs
• Maintain provider contact information and distribution lists

Reporting, Meetings & Organizational Support

• Maintain office calendars and scheduling systems
• Attend management meetings
• Attend Operations Committee meetings
• Attend Professional Affairs Committee meetings
• Attend DEI Committee meetings
• Attend Board and Shareholders meetings as requested
• Record meeting minutes and distribute follow-up items
• Maintain office utilization and space planning reports
• Excellent organizational and project management skills
• Strong leadership and team development abilities
• Ability to manage multiple priorities simultaneously
• Exceptional written and verbal communication skills
• High attention to detail
• Strong problem-solving skills
• Proficiency with Microsoft 365 applications
• Ability to handle confidential information appropriately
• Experience working independently while collaborating effectively with leadership and staff

Preferred Characteristics

The ideal candidate will:

• Be comfortable working across multiple office locations
• Demonstrate a high level of initiative and accountability
• Thrive in a fast-paced healthcare environment
• Be capable of building process redundancy and cross-training staff
• Possess strong customer service and interpersonal skills
• Have experience supporting physicians, advanced practice providers, and healthcare administrative teams
• Be committed to continuous operational improvement