Office Manager - TMS Focused Psychiatry Practice

We are seeking a highly organized and detail-oriented Office Manager to join our fast-paced psychiatry practice specializing in Transcranial Magnetic Stimulation (TMS) therapy. You will play a vital role in ensuring the smooth day-to-day operations of our office, with a particular focus on expediting prior authorization approvals for TMS treatment and medication. This position requires an organized, communicate individual with interpersonal skills to lead in a collaborative environment.

Responsibilities:

• Front Office Operations:
• Manage front office team of 2-3 receptionists and 1-2 rotating medical student assistants.
• Report to Operations lead and Practice Owner.
• Collaborate with clinical staff to gather and verify patient information required for complete prior authorization submissions.
• Utilize AthenaHealth EHR to assist with patient check-ins, eligibility checks, billing management, and manage reports on office performance metrics.
• Answer phones, greet patients, and handle inquiries in a professional and courteous manner.
• Administrative Support:
• Provide administrative support to clinicians, including scheduling meetings, managing calendars, and preparing documents such as medical records requests for disability benefits.
• Maintain office supplies and equipment, ensuring a clean and organized work environment.
• Assist with tasks related to human resources, payroll, and other administrative functions, as assigned by Operations Lead.
• Prior Authorization Management (TMS, Spravato, medications):
• Track the status of prior authorization requests and proactively follow up with patients and insurance companies to expedite approvals.
• Maintain clear and organized records of all prior authorization activities.
• Communication and Collaboration:
• Effectively communicate with patients, healthcare providers, insurance companies, pharmaceutical liaisons and other stakeholders.
• Maintain clear and professional communication within the practice team.
• Demonstrate a collaborative working style and a willingness to assist colleagues.
• Organize monthly meetings to share office updates with clinicians, operations lead, front office personnel and practice owner.

Requirements:

• High school diploma or equivalent required; Associate's degree in Business Administration or a related field preferred.
• Minimum 2 years of experience in a healthcare office setting.
• Proven experience in prior authorization management for medical procedures is a strong plus.
• Proficiency in Google Office Suite (Docs, Sheets, Meet/Chat) and electronic health record (EHR) systems is required.
• Excellent organizational, time management, and multitasking skills.
• Strong attention to detail and accuracy.
• Exceptional communication and interpersonal skills, with the ability to build rapport with patients and colleagues.
• Ability to work independently and take initiative is a MUST.
• Positive attitude, professionalism, and a commitment to providing exceptional patient care.

Desired Skills:

• Knowledge of medical terminology and insurance coding.
• Experience working with Transcranial Magnetic Stimulation (TMS) is a plus.
• Experience in a fast-paced environment with a focus on efficiency and accuracy.