The Outpatient Office Manager is responsible for supporting all day-to-day administrative operations of the Outpatient and PHP/IOP programs. This position serves as a key point of contact for patients, staff, vendors, and external partners, ensuring efficient office operations, and requires exceptional customer service. The Outpatient Office Manager will provide administrative support, coordinate patient access activities, and assist with general office duties while maintaining compliance with organizational policies and procedures. This position is responsible for overseeing all front-office operations for both in-person and virtual programming. This includes ensuring that all administrative and operational needs are fulfilled to support efficient program delivery, patient engagement, and regulatory compliance.
ESSENTIAL JOB FUNCTIONS/DUTIES/RESPONSIBILITIES:- Welcome and assist patients, visitors, and referral sources in a professional and courteous manner.
- Triage and process incoming telephone calls for multiple programs and services.
- Schedule new client referrals.
- Coordinate patient scheduling, appointment reminders, and registration processes.
- Ensure virtual services are properly supported by setting up and troubleshooting technology, including video conferencing platforms, equipment, and patient access issues.
- Maintain accurate and up-to-date attendance sheets for all programs and services.
- Ensure census sheets are completed, monitored, and updated daily to reflect admissions, discharges, attendance, and program census changes.
- Monitor program rosters and verifying that all required patient documentation is completed and available.
- Facilitate communication between clinical, medical, and administrative staff regarding scheduling, attendance, and patient flow. Assist clinical and medical staff with administrative and operational requests.
- Manage intake paperwork, releases of information, insurance documentation, and other required administrative forms.
- Support daily operations by addressing patient inquiries, routing calls, managing front-desk coverage, and ensuring a customer-focused patient experience.
- Track office supplies, technology needs, and operational requirements necessary to support both virtual and onsite programming.
- Ensure compliance with organizational policies, documentation standards, and regulatory requirements related to front-office operations.
- Maintain confidentiality of patient, employee, financial, and organizational information.
- Perform all other duties as assigned.
SUPERVISORY RESPONSIBILITIES: No
MINIMUM KNOWLEDGE, Experience, AND SKILLS REQUIRED:
The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform the job.
- Education: High school diploma or equivalent required; associate’s degree preferred.
- Experience: Minimum of two (2) years of administrative, medical office, or related experience, preferably in a healthcare setting.
- Skills: Proficiency with Microsoft Office applications and electronic record systems. Strong organizational skills with the ability to manage multiple priorities. Excellent customer service, communication, and interpersonal skills. Ability to maintain accuracy, confidentiality, and attention to detail in a fast-paced environment.
- Certificates, Licenses, and Registrations: N/A
BENEFITS (based on full-time employment):
- Blue Cross & Blue Shield health and dental insurance
- Vision insurance
- Medical and dependent care flexible spending accounts
- Generous paid vacation, sick, and holiday time
- 403b retirement savings plan with employer match
- Personal financial management services
- Life and supplemental life insurance
- Critical illness and accident insurance
- Employee Assistance Program
- Pet insurance
- Tuition assistance
Gosnold is an Equal Opportunity Employer.
Skills Required
- High school diploma or equivalent
- Associate's degree
- At least two years of administrative, medical office, or related experience
- Healthcare setting experience
- Proficiency with Microsoft Office applications
- Experience with electronic record systems
- Strong organizational skills and ability to manage multiple priorities
- Excellent customer service, communication, and interpersonal skills
- Ability to maintain accuracy, confidentiality, and attention to detail in a fast-paced environment
What We Do
Originally founded in 1972, Gosnold Behavioral Health presently celebrates 50 years of helping youth, adults, families, and communities heal from mental health, substance use, and co-occurring illnesses through a comprehensive range of programs and services. Gosnold has grown exponentially over the past five decades to include an extensive array of services designed to meet the pressing needs of our community. Our mission centers on addressing society’s most urgent needs. The continuum is a comprehensive array of inpatient, outpatient, and community-based programs that enable patients and families to receive care at various levels of intensity. With a strong commitment to service, community, and innovation, Gosnold has received local, state, and national acclaim. Our leadership assists behavioral health experts and policymakers to address substance use and mental health disorders using the most cutting-edge, evidence-based approaches. Nationally accredited by The Joint Commission, we understand treatment must be individualized and based on individual and family strengths and preferences. Gosnold's mission is to excel in addiction and mental health treatment, to serve individuals and families affected by these illnesses, and to promote lasting recovery.
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