Office Manager

Counseling Associates of New London; Hanover (NH); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Counseling Associates of New London is seeking an Office Manager to oversee daily therapy office operations and serve as the main contact for clients, therapists, and staff. The role emphasizes HIPAA compliance, billing support, and accurate documentation while coordinating with a remote administrative team.

The successful candidate will be tech-savvy, highly organized, and capable of managing multiple priorities in a clinical setting.

Qualifications

• Minimum of 3 years of front desk or medical/behavioral health administrative experience.
• Minimum of 2 years of experience working with insurance, including verification, benefits, co-pays, and authorizations.
• Strong ability to work independently and take ownership of daily responsibilities.
• Excellent time-management and prioritization skills.
• Friendly, confident, and professional demeanor when interacting with clients and providers.

Responsibilities

• Greet clients in a professional, friendly, and empathetic manner in person, by phone, or by email.
• Answer calls, respond to emails, and manage appointment inquiries.
• Schedule and update client appointments using practice management software.
• Prepare the following day's schedule for clinicians.
• Handle insurance documents and ensure HIPAA-compliant documentation.
• Verify and maintain insurance information; follow up on issues.
• Maintain confidential client records and files.
• Collect and track client payments and co-pays.
• Assist with credentialing tasks as needed.
• Coordinate with providers, insurers, and outside services.
• Communicate with remote admin team about operations and issues.

Skills

Front desk experience

Insurance verification

HIPAA compliance

Remote coordination

Time management

Communication skills

Tech-savvy

Tools

Practice management software

Electronic Medical Records

Video conferencing

Email/messaging platforms

Job description

The Office Manager plays a vital role in maintaining the daily operations of our therapy office and serves as an important point of contact for clients, therapists, and administrative staff.We are New Hampshire-based company, with an additional office in Hattiesburg, MS, so the ability to work independently and communicate effectively with a remote administrative team is essential. The ideal candidate will be comfortable taking ownership of daily office operations, making appropriate decisions, troubleshooting routine issues, and knowing when to reach out for additional support.This position requires someone who is friendly, confident, tech-savvy, and highly organized, with strong time-management skills and the ability to manage multiple priorities in a busy clinical environment. Because much of the communication and administrative support will occur remotely, the candidate must be comfortable using email, messaging platforms, video conferencing, electronic medical records, practice management systems, and other technology necessary to stay connected with the team.Tasks & ResponsibilitiesGreet clients in a professional, friendly, and empathetic manner in person, by phone, or by emailAnswer phone calls, respond to emails, and manage appointment inquiriesSchedule, confirm, and update client appointments using practice management softwarePrepare the following day's schedule for assigned clinicians, ensuring clear notations regarding co-pays, forms, insurance cards, authorizations, or other client needsHandle client insurance documents and intake forms, ensuring documentation is complete, accurate, and HIPAA-compliantVerify and maintain insurance information and follow up on identified issuesMaintain accurate client records and files while protecting confidentialityCollect and track client payments and co-paysAssist with insurance-related administrative tasks and established payer workflowsAssist with credentialing-related tasks as neededManage inventory of office supplies and coordinate and/or pick up ordersEnsure the waiting room and office areas remain tidy, organized, and welcomingSupport therapists with administrative needs such as copying, scanning, mailing, filing, and other office-related tasksCoordinate with other providers, insurance companies, or outside services as neededCommunicate consistently with the administrative team regarding office operations, client needs, and issues requiring additional supportUtilize email, messaging platforms, video conferencing, electronic records, and other technology to maintain effective communication with the remote teamIdentify and address routine office issues using appropriate judgment and available resourcesHelp maintain efficient daily office operations and communicate opportunities for workflow improvementUphold HIPAA, confidentiality, and professional standards at all timesComplete additional projects and responsibilities as assigned based on the individual's experience, strengths, and interestsKey Qualities for SuccessThe successful candidate will be someone who:Takes ownership of their role and can confidently manage the office without constant directionCommunicates well with both local staff and the remote NH-based teamIs comfortable using technology as a primary means of communication and completing administrative workIs approachable, professional, and confident when working with clients and staffCan prioritize effectively and keep daily responsibilities moving in a busy environmentUses good judgment and knows when to independently resolve an issue versus when to seek guidanceIs dependable, adaptable, and willing to take initiativeMaintains a calm and compassionate presence in a clinical settingRequired Experience & QualificationsMinimum of 3 years of front desk or medical/behavioral health administrative experienceMinimum of 2 years of experience working with insurance, including familiarity with insurance verification, benefits, co-pays, authorizations, and related payer requirementsDemonstrated ability to work independently and take ownership of daily responsibilitiesStrong understanding of front desk operations, scheduling, client communication, and administrative workflowsExcellent time-management and prioritization skillsComfortable managing multiple responsibilities while maintaining accuracy and attention to detailFriendly, confident, and professional demeanor when interacting with clients, families, therapists, and outside providersStrong written and verbal communication skillsTechnologically proficient and comfortable communicating with a remote administrative teamAbility to troubleshoot routine issues and use good judgment when determining when additional support is neededPreferred QualificationsAt least 1 year of credentialing experience or familiarity with credentialing processes and requirementsExperience in a behavioral health, mental health, medical, or other clinical office settingExperience working with multiple insurance plans and payer requirementsPrevious experience in an Office Manager, Lead Front Desk, or similar administrative role