Office Manager / Clinic Coordinator

Neolytix; Amherst (MA); On-site; USD 52,000 - 62,000; Full time

Job summary

Neolytix is seeking an Office Manager / Clinic Coordinator in Amherst, MA to serve as the first point of contact for patients and guide them through intake. The role includes check-in/out, scheduling, insurance verification, authorizations, and collecting payments while handling general administrative duties.

You will collaborate with clinical staff and management to maintain smooth operations and clear communication across teams.

Qualifications

• 1-2 years in healthcare, preferably behavioral health.
• Basic knowledge of healthcare industry including health insurance, EMRs, HIPAA, etc.
• Able to work 7:30am-5:30pm Monday through Friday in Amherst office (hours may be part-time but fall within this range).

Responsibilities

• Be the first point of contact for new patients through intake and guidance.
• Perform check-in, check-out, and phone reception duties.
• Schedule initial, follow-up, and maintenance appointments.
• Verify insurance eligibility and secure prior authorizations/referrals as needed.
• Collect copayments and outstanding balances; manage administrative tasks such as scanning, filing, and faxing.
• Collaborate with senior management and clinical staff to ensure smooth operations.
• Maintain timely communication with practitioners on clinical and administrative matters.
• Track patient progress and document in relevant systems; build relationships with patients throughout their recovery journey.

Skills

Customer service

Communication

Organizational skills

Empathy

Team collaboration

Tools

EMR software

Job description

About the job Office Manager / Clinic Coordinator

Responsibilities

Act as first point of contact with all potential and new patients to guide them through the intake process

Perform check in, check out, and phone reception duties

Schedule initial, follow-up, and maintenance appointments

Verify insurance eligibility

Secure prior authorizations and referrals as needed

Collect copayments and outstanding patient balances

Perform administrative duties such as scanning, filing, and faxing

Collaborate as needed with senior management and clinical staff to ensure smooth administrative functioning of the clinic

Maintain thorough and timely communication with all practitioners regarding both clinical and administrative matters

Track patient progress through course of care and record in relevant tracking systems and software

Build and maintain strong relationships with patients in person, over the phone, and through written communication as a means of support throughout their recovery journey

Qualities

Have a passion for behavioral health and improving the lives of those suffering from mental illness

Be extremely organized and detail-oriented

Be able to manage high stress situations in a calm, cool, collected manner

Have a strong customer service orientation

Be patient, understanding, and empathetic

Have effective communication skills

Have a passion for participating creatively in the ongoing development of a boutique medical practice

Be flexible and adaptable

Have the ability and desire to wear many hats

Requirements

1-2 years in healthcare, preferably in behavioral health

Basic knowledge of the healthcare industry including areas such as health insurance, electronic medical records, HIPAA, etc.

Able to work 7:30am-5:30pm Monday through Friday in our Amherst office (Actual hours may be part-time but will fall into this range)