Front Office Manager – Welcoming Care & Admin Lead

McCall Wellness LLC; Billings (MT); On-site; USD 40,000 - 60,000; Full time

Job summary

McCall Wellness LLC in Billings, MT is seeking a Front Office Manager to oversee daily front desk operations for a Christian behavioral health agency. You will be the first point of contact for clients and families, handle scheduling, insurance verification, and intake forms, while upholding confidentiality and compassionate service.

The role collaborates with Clinical staff and the Administrative Director, ensuring accurate records in the electronic health record, managing communications, and

Qualifications

• High school diploma or equivalent; associate's or bachelor's preferred.
• Experience in a behavioral health or professional office setting preferred.
• Experience with electronic health records, scheduling, billing, or health insurance processes preferred.
• Familiarity with Medicaid and other insurance programs is a plus.
• Understanding of HIPAA and client confidentiality requirements preferred.
• Strong organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to communicate professionally and compassionately with children, adolescents, adults, and families.
• Ability to handle confidential and sensitive information with discretion.
• Comfortable learning electronic health records, insurance portals, scheduling systems, and other technology used by the agency.
• Ability to manage multiple responsibilities while maintaining attention to detail.
• Ability to work independently, problem-solve, and escalate issues when needed.

Responsibilities

• Serve as a welcoming and compassionate first point of contact for clients, families, referral sources, and community partners.
• Answer and return phone calls, messages, and other office communications in a timely and professional manner.
• Respond to prospective client inquiries and explain the agency's services and intake process.
• Schedule, reschedule, and cancel appointments and help maintain accurate clinician calendars.
• Manage appointment openings, waitlists, and new-client scheduling.
• Assist clients with completing required intake paperwork and administrative forms.
• Verify insurance information and eligibility and assist with other insurance-related administrative processes.
• Assist with authorizations, claim follow-up, insurance correspondence, and other billing-related administrative needs as assigned.
• Communicate professionally with clients regarding copays, deductibles, outstanding balances, and agency financial policies.
• Maintain accurate client demographic and administrative information in the electronic health record.
• Monitor incoming voicemail, email, faxes, records requests, referrals, and other administrative communication.
• Obtain and process appropriate releases of information and route records requests according to agency procedures.
• Coordinate administrative communication with schools, medical providers, insurance companies, community organizations, and other referral partners when appropriate.
• Support administrative onboarding and ongoing needs of clinicians, interns, and other team members.
• Help maintain office procedures, forms, supplies, and general organization of the practice.
• Assist the Clinical Director with administrative projects, credentialing documents, payer correspondence, and practice-management needs.
• Protect client privacy and follow HIPAA, agency confidentiality policies, and applicable state and federal requirements.
• Recognize when a client communication involves a clinical or safety concern and immediately route the concern to the appropriate clinician or Clinical Director according to agency procedures.

Skills

Organizational skills

Time management

Written and verbal communication

Professionalism and discretion

Patient and family empathy

Independent problem-solving

Education

High school diploma or equivalent

Associate's or Bachelor's degree preferred

Tools

Electronic health records (EHR)

Scheduling systems

Billing/insurance portals

HIPAA compliance knowledge

Job description

McCall Wellness LLC in Billings, MT is seeking a Front Office Manager to oversee daily front desk operations for a Christian behavioral health agency. You will be the first point of contact for clients and families, handle scheduling, insurance verification, and intake forms, while upholding confidentiality and compassionate service.

The role collaborates with Clinical staff and the Administrative Director, ensuring accurate records in the electronic health record, managing communications, and