Office Manager

Default Brand; Hyannis (MA); On-site; USD 83,097,000 - 97,424,000; Full time

Job summary

High Point & Affiliated Organizations operates outpatient services in southeastern Massachusetts, offering a full continuum of care for substance use and mental health treatment. The Office Manager role supports front-office operations, education, billing, and staff coordination across programs, ensuring professional, compliant service delivery.

The position requires a High School diploma or GED with potential bonus for a Bachelor’s degree or relevant certification.

Qualifications

• Must have excellent verbal and written communication skills.
• Ability to organize ideas clearly and logically.
• Ability to work cooperatively and collaboratively with others.
• Understanding of the relationship between substance use and mental health issues and/or self-help programs.
• Understanding of boundaries and ethics.
• Comply with Federal Regulations, 42 CFR Part 2, Substance Abuse Confidentiality Regulations and HIPAA Regulations.
• Able to work with alcoholic/chemical dependent population as well as mental health population.
• Ability to facilitate educational training programs for staff.
• Participates in development and annual review of medical policies and procedures.
• Excellent analytical and problem-solving skills.
• Computer literacy and knowledge of electronic health record.
• Good leadership, motivation, training and goal-setting skills.
• Organization, multi-tasking, and time management skills.

Responsibilities

• Assist in enhancing professional growth through staff meetings, case conferences, and in-service trainings.
• Responsible for continued education in substance abuse, mental health and related courses.
• Represent organization in a professional, courteous, non-biased and motivational way.
• Act as resource to management/staff regarding department procedures.
• Act as liaison / provide assistance to all management / program staff.
• Create and maintain documents, databases, forms, and filing systems.
• Prepare necessary billing reports and make changes according to policy.
• Demonstrates patient rights awareness.
• Distribute internal and external communications; respond to inquiries timely.
• Monitor billing reports, note corrections, and deposit logs.
• Communicate program progress to senior management.
• Schedule front office staff and meetings.
• Coordinate meeting agendas for program meetings.
• Attend and distribute meeting minutes/reports.
• Resolve administrative concerns interfering with operations.
• Serve as central contact for inventory and par levels of office supplies.
• Cover front desk during vacations or shortages.
• Submit administrative tasks timely and confidentially.
• Supervise designated operational staff and evaluate KPIs.
• Recruiting Gateway, Onboarding Gateway tasks as needed; assist operations.

Skills

Courteous and professional

Verbal and written communication

Team collaboration

Substance use/mental health knowledge

Ethics and boundaries

HIPAA compliance

Training and leadership

Organization and time management

Education

High School diploma or GED

Bachelor’s degree or relevant certification (CAP, PMP) is a plus

Job description

Description

Location/Program: Outpatient Clinic - Hyannis, MA
Education/Licensure: High School diploma or equivalent (GED); bachelor's degree or relevant certification (ex: CAP, PMP) is a plus
Salary: $29-$34/hr (Education & experience dependent)
Status: Full Time, 40hrs/week
Schedule: M-F 8am-8pm, Saturday 8am-12pm

About Us

High Point & Affiliated Organizations is a health and human service agency whose mission is to treat and prevent substance use disorders and mental illness. High Point has programs located throughout southeastern Massachusetts offering a full continuum of care for substance use and mental health treatment, including inpatient, outpatient, residential, and community-based services. Programs and services also assist survivors of abuse, violence, and families experiencing homelessness. High Point believes that everyone has inherent goodness, worth, and dignity. Our goal is to help individuals and families achieve personal change and improve their quality of life.

• Must always present as courteous and professional
• Must have excellent verbal and written communication skills, including the ability to organize ideas in logical and clear fashion
• Must have the ability to work with others in a cooperative and collaborative manner
• An understanding of the relationship between substance use and mental health issues and/or self-help programs
• An understanding of boundaries and ethics
• Comply with Federal Regulations, 42 CFR Part 2, Substance Abuse Confidentiality Regulations and HIPAA Regulations
• Demonstrates ability to work with the alcoholic/ chemical dependent population as well as the mental health population
• Must have the ability to facilitate educational training programs for the staff
• Participates in the development and annual review of medical policies and procedures
• Excellent analytical and problem-solving skills
• Computer literacy and knowledge of electronic health record
• Good leadership, motivation, training and goal-setting skills
• Organization, multi-tasking, and time management skills

Office Manager Duties and Responsibilities

• Assist in the enhancement of professional growth through staff meetings, case conferences, and in-service trainings
• Responsible for continued education in the field of substance abuse, mental health and related courses
• Represent organization in a professional, courteous, non-biased and motivational way
• Act as resource to management/staff regarding department procedures
• Act as liaison / provide assistance to all management / program staff;
• Creates and maintains various documents, databases, forms, and manual filing systems as directed
• Prepare necessary billing reports and makes changes according to policy and procedures;
• Demonstrates behaviors that recognize the rights of patients as defined by the patient rights
• Assist in distribution of all internal and external communications, replying to email, telephone or face to face inquiries timely.
• Monitoring identified billing related reports, note correction workflows, deposit logs, aging reports.
• Effective communication with Site/Program Director of office progress and working with them to improve office operations and procedures
• Scheduling of front Office Staff;
• Schedule meetings (staff meetings, adhoc meetings, etc.) as directed, and communicate with management team / staff when a meeting is scheduled
• Coordinate with the management team to create and review agendas for all program specific meetings
• Attends, takes, maintains and distributes meeting minutes/reports in order to communicate outcomes of meeting to other lead management staff/program support staff promoting better continuous communication within the program;
• Attempt to resolve administrative concerns that may interfere with the day-to-day operation of program;
• Serve as a central contact for ordering and maintaining inventory of approved office supplies and equipment; maintain par levels of necessary products
• Cover front end staff during vacations, call outs, staff shortages as well as emergency coverage when needed during posted hours of operation
• Responsible for timely submission of all administrative tasks and completing assigned tasks in a timely, confidential, and accurate manner
• Provides oversite to designated operational staff (front desk, security, drivers, etc.) including recruitment, scheduling, supervision, performance evaluation, key performance indicators, and ensuring adherence to policies and procedures as well as day to day operations.
• Delegates task to receptionist, administrative assistant, CIS/security and drivers
• Reporting office progress to senior management and receptive to feedback to improve office operations and procedures
• Coordinating repairs to office equipment, building, IT requests and maintenance issues (ie. Worxhub, HPAO Ticket System, etc.)
• Review Key Performance Indicator (KPI) for specification of job requirement.
• Will assist program management with Recruiting Gateway, Onboarding Gateway and tasks as needed;
• Ensuring Patient Resource Area and other pertinent patient / staff documentation / notifications are up to date according to policy.
• An understanding of working with youth and families;
• An understanding of mental health and SUD;
• Assist in processing admissions and discharges;
• Process referrals and assign to staff as necessary;
• Verification of insurance, including entering information and authorization into EHR;
• Have thorough knowledge of 51A filing of child abuse and neglect in accordance with company policy;
• Ensure the waiting room is neat and clean, completing daily toy cleaning log (Youth Clinics only);
• Ensuring Patient Resource Area and other pertinent patient / staff documentation / notifications are up to date according to policy (Youth Clinics only);
• All above mentioned Outpatient Services duties and responsibilities.
• Other duties as assigned by supervisor.

Office Manager Qualifications

• Knowledgeable in the field of substance use disorders and psychiatric illness
• Familiarity with HR processes, IT coordination, and facility management
• High School diploma or equivalent (GED); bachelor's degree or relevant certification (ex: CAP, PMP) is a plus
• Medical Insurance
• Vision Insurance
• Long & short-term disability
• Discounted auto/home and renters' insurance
• 403b - Retirement
• FSA & DSA
• PMLA
• Employee Assistance Program
• Eligibility for free classes to become a Licensed Counselor or Recovery Coach
• Education days to use towards CEU's
• Free meals at select programs and when available
• Unmatched Leave Time (FT employees can earn up to 3 weeks in first year)

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.