Office Manager

$52,000 - $52,000/Yr

Mind Over Matter Psychiatry - Coral Springs, FL

Full-time

Coral Springs, FL

About the position

We are seeking a highly organized, motivated, and experienced Office Manager to join our growing psychiatry practice. This role is crucial for ensuring smooth day-to-day operations, enhancing client experience, and supporting the clinical team. The ideal candidate will be a bilingual professional with strong administrative and medical office management skills, proficient in either Spanish or Portuguese and English.

Responsibilities

• Manage incoming emails, phone calls, and other forms of communication in a professional and timely manner.
• Schedule and confirm patient appointments, including follow-up reminders and coordination of reschedules.
• Maintain patient records, ensuring all documentation is up to date and compliant with confidentiality and HIPAA guidelines.
• Verify patient insurance coverage, ensuring accuracy and timeliness of eligibility verification.
• Collaborate with clinical team to provide accurate insurance and billing information.
• Assist in preparing, submitting, and tracking claims to insurance companies.
• Follow up on outstanding claims, denials, and payment issues to ensure timely resolution and reimbursement.
• Maintain accurate financial records, including tracking payments, patient balances, and billing disputes.
• Assist with day-to-day bookkeeping tasks, including processing payments, recording expenses, and maintaining financial records.
• Support marketing initiatives to grow the practice's visibility and patient base.
• Manage and develop outreach efforts to attract new patients, including digital and local advertising, social media, and community events.
• Help create and update promotional materials (e.g., brochures, website content, social media posts).
• Maintain a clean, welcoming, and organized office environment.
• Oversee inventory and office supplies, ensuring availability and timely ordering of necessary materials.
• Assist in recruiting and onboarding new team members, as needed.
• Provide general office support, including filing, document preparation, and maintaining office systems.
• Act as a liaison between the clinical staff and patients to ensure smooth communication and high-quality patient care.

Requirements

• Proven experience working in a medical practice, preferably in psychiatry or a related healthcare field.
• Fluency in Spanish or Portuguese and English (both written and spoken).
• Solid understanding of medical office procedures, insurance verification, billing, and coding.
• Experience in submitting claims, managing denials, and ensuring reimbursement.
• Strong organizational and multitasking abilities.
• Proficiency in using medical software systems and Microsoft Office Suite (Excel, Word, Outlook).
• Strong communication and interpersonal skills, with the ability to interact with patients, insurance companies, and the clinical team professionally.

Nice-to-haves

• Marketing experience, including digital marketing, social media, and community outreach.
• Familiarity with accounting software and bookkeeping practices.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance