Office Manager – Autism Therapy Clinic

Aaran Therapy Center; Saint Paul (MN); On-site; USD 32,000 - 39,000; Full time

Benefits offered by this job

Paid time off

Paid holidays

Retirement plan

Professional development

Job summary

Aaran Therapy Center in Woodbury, MN is hiring an Office Manager to be the first point of contact for families and staff. This on-site role manages scheduling, records, communications, and daily operations to keep the clinic running smoothly.

You will welcome families, handle calls and emails, coordinate calendars, maintain confidential records, assist with insurance tasks, order supplies, support onboarding, and generate basic reports. Strong organization and HIPAA knowledge are essential.

Qualifications

• Minimum 2 years in a healthcare or therapy office setting.
• HIPAA knowledge and handling confidential records.
• Strong organizational skills with attention to detail.
• Ability to manage multiple schedules and adapt quickly.
• Comfort with computers and office software (EMR/EHR, MS Office/Google Workspace).
• Clear, professional communication.

Responsibilities

• Welcome families and visitors, answer phones, and respond to emails.
• Manage client and staff schedules, handle cancellations, and keep calendars up to date.
• Maintain accurate and confidential client records and ensure HIPAA compliance.
• Support insurance processes, including verifying benefits, collecting copays, and preparing documents for billing.
• Order supplies, track inventory, and work with vendors when needed.
• Help with new staff onboarding and provide daily communication to the team.
• Prepare simple reports such as attendance, authorizations, and scheduling updates.

Skills

HIPAA knowledge

Organizational skills

Communication skills

Multitasking

EMR/EHR systems

MS Office / Google Workspace

Bilingual (Spanish/Somali/Hmong)

Tools

EMR/EHR systems

Microsoft Office / Google Workspace

Job description

Location: Woodbury, Minnesota

Schedule: Full-time, Monday to Friday, on site

About Us

We are a family-focused autism therapy clinic in Woodbury. Our team provides ABA and related services to help children grow and succeed. We believe in creating a supportive and welcoming space for both families and staff.

Position Overview

The Office Manager is the first point of contact for families and staff. This role keeps the clinic running smoothly by handling scheduling, records, communication, and daily operations.

Key Responsibilities

• Welcome families and visitors, answer phones, and respond to emails.
• Manage client and staff schedules, handle cancellations, and keep calendars up to date.
• Maintain accurate and confidential client records and ensure HIPAA compliance.
• Support insurance processes, including verifying benefits, collecting copays, and preparing documents for billing.
• Order supplies, track inventory, and work with vendors when needed.
• Help with new staff onboarding and provide daily communication to the team.
• Prepare simple reports such as attendance, authorizations, and scheduling updates.

Qualifications

Required

• At least 2 years of experience in a healthcare or therapy office setting.
• Knowledge of HIPAA and experience handling confidential records.
• Strong organizational skills and attention to detail.
• Ability to manage multiple schedules and adjust to changes quickly.
• Comfortable using computers, EMR/EHR systems, and Microsoft Office or Google Workspace.
• Clear and professional communication skills.

Preferred

• Experience in an autism or ABA therapy clinic.
• Familiarity with insurance verification and payer portals.
• Bilingual skills (Spanish, Somali, or Hmong) are a plus.

Compensation and Benefits

• Pay range: $23 to $28 per hour, depending on experience.
• Paid time off and paid holidays.
• Retirement plan with employer contribution (if available).
• Professional development and growth opportunities.

Equal Opportunity

We welcome applicants from all backgrounds and are proud to be an Equal Opportunity Employer.