Mental Health Office Manager

WisHope Recovery; Waukesha (WI); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player in mental health is seeking a highly organized Mental Health Office Manager to oversee daily operations. This role is crucial for managing patient scheduling, coordinating provider calendars, and ensuring compliance with healthcare regulations. The ideal candidate will excel in electronic medical records management and possess strong communication skills. Join a supportive team dedicated to providing exceptional mental health care, where your contributions will make a significant impact on patient experiences and treatment outcomes. If you are detail-oriented and passionate about mental health, this opportunity is perfect for you.

Benefits

401(k)

Dental insurance

Health insurance

Paid time off

Vision insurance

Qualifications

• Prior experience in medical office management or similar role.
• Proficiency in EMR systems and managing patient records.

Responsibilities

• Schedule patient appointments and manage provider schedules.
• Oversee daily office operations and maintain compliance with regulations.

Skills

Organizational Skills

Communication Skills

Attention to Detail

Multitasking

Customer Service

Education

Experience in Medical Office Management

Familiarity with HIPAA Compliance

Tools

Electronic Medical Records (EMR)

Microsoft Office Suite

Job description

Benefits:

401(k)

Dental insurance

Health insurance

Paid time off

Vision insurance

Job Summary:

We are seeking a highly organized and detail-oriented Mental Health Office Manager to oversee the daily operations of our mental health practice. This role is essential in managing patient scheduling, coordinating provider calendars, handling initial visit sign-ups, and ensuring smooth medication management follow-ups and TMS (Transcranial Magnetic Stimulation) treatments. Additionally, the Office Manager will be responsible for coordinating medical records for TMS and medication management, ensuring accurate documentation and compliance with healthcare regulations. The ideal candidate will have experience with electronic medical records (EMR), prescription management, and Microsoft Office products, along with the ability to cross-train as a TMS Technician if needed.

Key Responsibilities:

Scheduling & Coordination:

Schedule all patient appointments, including initial visits, medication management follow-ups, and TMS treatments.

Manage provider schedules to ensure optimal workflow and efficiency.

Confirm and coordinate patient appointments, reschedules, and cancellations.

Administrative & Office Management:

Oversee daily office operations to maintain a professional and organized environment.

Coordinate and manage medical records for TMS treatments and medication management, ensuring accurate documentation and compliance.

Utilize electronic medical records (EMR) to input, track, and manage patient information accurately.

Coordinate with pharmacies to manage and track prescriptions, ensuring timely refills and approvals.

Manage patient intake, ensuring all necessary paperwork and consent forms are completed.

Maintain compliance with HIPAA regulations and patient confidentiality policies.

TMS Support & Cross-Training:

Manage TMS patient scheduling, documentation, and medical records coordination.

Cross-train as a TMS Technician if needed to provide additional support for treatments.

Technology & Communication:

Utilize Microsoft Office products (Word, Excel, Outlook) for scheduling, documentation, and office management.

Communicate professionally with patients, providers, pharmacies, and external healthcare organizations.

Qualifications & Experience:

Prior experience in medical office management or a similar administrative role in a mental health or healthcare setting.

Proficiency in electronic medical records (EMR) systems and managing patient records.

Experience coordinating medical records for TMS treatments and medication management.

Familiarity with pharmacy coordination for prescription management and refills.

Strong organizational and multitasking skills with attention to detail.

Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Ability to cross-train as a TMS Technician (prior TMS experience is a plus but not required).

Excellent communication and customer service skills.

Knowledge of HIPAA compliance and patient confidentiality policies.

Preferred Qualifications:

Experience working in mental health, psychiatry, or medical settings.

Familiarity with TMS therapy procedures.

Background in medical billing or insurance verification

Compensation & Benefits:

Competitive salary based on experience.

Opportunities for professional development and cross-training in TMS.

Supportive work environment within a growing mental health practice.

If you are a motivated, detail-oriented professional with experience in medical office management and a passion for mental health, we encourage you to apply!