Office Manager

St. Joesph’s Villa; Richmond (VA); On-site; USD 46,000 - 51,000; Full time

Job summary

St. Joseph's Villa is seeking an Office Manager to provide high-level administrative and clerical support for nonresidential behavioral health services.

You will help establish systems for organizing multiple tasks, manage billing and compliance, and collaborate with other services to support daily operations. The role requires proficiency with Windows and MS Office, strong communication skills, and the ability to handle confidential information in a regulated healthcare setting.

Qualifications

• AA degree in business related field; BS/BA preferred.
• One year experience providing mid-level programmatic support.
• One year customer service experience preferred.
• Valid VA driver’s license with excellent driving record.
• Proficient with Windows, Outlook, internet research, MS Office including Word, Excel and PowerPoint.

Responsibilities

• Conduct thorough insurance eligibility and benefits checks for new and returning clients.
• Obtain and track pre-authorizations and continued stay for behavioral health services; ensure clinical docs are submitted to payers.
• Assist billing department by reviewing claims, authorizations, collecting patient copays and deductibles, and troubleshooting denials.
• Conduct routine audits of electronic health records and physical charts for completeness and compliance.
• Maintain organized filing systems for client records and administrative documents.
• Ensure client charts contain intake forms, updated consents, and provider signatures.
• Oversee accurate entry of patient data into EMR and other systems.
• Ensure clinical spaces and offices are clean, stocked, and presentable; submit maintenance requests.
• Monitor and order office supplies and budgeted materials.
• Ensure compliance with HIPAA and other regulations; maintain patient confidentiality.
• Plan and organize meetings for clinical, non-clinical, and admin staff.
• Communicate effectively to enhance patient satisfaction and operational flow.
• Identify clinic needs and implement solutions without direct supervision.
• Evaluate workflows and build streamlined administrative systems from ground up.
• Manage daily clinic operations and complex projects with high accuracy.

Skills

Office management

Project management

Medical billing

Budgeting

Compliance

Organizational skills

Communication skills

Education

AA degree in business

BS/BA preferred

Tools

Windows

Outlook

MS Office (Word, Excel, PowerPoint)

Job description

Overview

St. Joseph's Villa is currently recruiting an Office Manager to join our nonresidential behavioral health services. Under the supervision of the Senior Director, this position is responsible for providing high-level administrative and clerical support for nonresidential behavioral health services. Overall responsibility includes establishing systems for organizing and implementing multiple tasks and projects that are related to the daily operational functions of the service. Specific tasks will vary based on the service’s needs.

Work is performed collaboratively with and in support of other services offered by St. Joseph's Villa. All work is performed safely, effectively, to the highest ethical standards, and in accordance with St. Joseph’s Villa’s mission, values, and guiding principles.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of both office management and project management procedures. Able to maintain supportive and effective working relationships with diverse groups. Prior experience with medical billing, budgeting, financial management, and compliance within a healthcare setting is highly desirable.

Able to work effectively in collaborative, shared leadership environment. Able to effectively manage multiple projects and priorities simultaneously. Able to respond effectively to unique situations with general direction. Able to work with confidential information. Excellent organization and written and oral communication skills. Able to perform basic statistical calculations. Able to appropriately use proprietary software. Able to perform all work in a professional and courteous manner. Able to make sound judgments

Schedule: Monday - Friday, 8:30am - 4:30pm

Salary Range: $46,000 - $51,000 ($22.11 - $24.52/hr)

FLSA: Non-Exempt

Responsibilities

• Conduct thorough insurance eligibility and benefits checks for new and returning clients.
• Obtain and track pre-authorizations and continued stay for behavioral health services, ensuring all clinical documentation is submitted to insurance payers in a timely manner.
• Assist the billing department or external billing company by reviewing claims, authorizations, collecting patient copays and deductibles, and troubleshooting claim denials.
• Conduct routine audits of electronic health records (EHR) and physical charts to ensure completeness, accuracy, and compliance with state and federal regulations.
• Maintain highly organized and secure physical and digital filing systems for client records, clinic/clinical policies, and administrative documents.
• Ensure all client charts contain required intake forms, updated consent documents, and necessary provider signatures.
• Oversee the accurate entry of patient data into the Electronic Medical Record and other relevant systems.
• Ensure the clinical spaces, administrative offices, are clean, well-stocked, and presentable. Submit and track maintenance requests as needed.
• Monitor and order office supplies, clinical materials, and essentials while maintaining the budget.
• Ensuring compliance with federal, state, and local regulations, including HIPAA regulations and always maintain client confidentiality.
• Planning/organizing meetings for clinical staff, non-clinical, and administrative staff.
• Excellent managerial communication skills coupled with customer service expertise to enhance patient satisfaction.
• Takes the initiative to identify clinic needs, anticipate administrative challenges, and execute solutions without waiting for direction.
• Capable of evaluating current workflows and building new, streamlined administrative systems (e.g., intake processes, filing structures, billing workflows) from the ground up.
• Highly dependable and capable of managing daily clinic operations and complex projects with minimal oversight, while maintaining a high standard of accuracy.
• Exceptional Organization: Maintains meticulous attention to detail across all tasks, keeping both digital (EHR) and physical records impeccably organized and easily accessible.
• Continuously assess administrative workflows to develop and implement new systems that improve efficiency and the client/staff experience.
• Take ownership of the programs daily operational flow, working autonomously to resolve administrative bottlenecks with minimal supervision from clinical leadership.

Qualifications

• AA degree in business related field. BS/BA degree preferred.
• One year experience providing mid-level programmatic support.
• One year customer service experience preferred.
• Experience may be substituted for education at the rate of one and one-half years of experience equaling one year of education.
• Proficient with Windows, Outlook, internet research, MS Office including Word, Excel and PowerPoint.
• Experience with proprietary software preferred.
• Valid VA driver’s license with excellent driving record.