CYB Human Resources
Mental Health Office Manager
CYB Human Resources, Westminster, Colorado, United States, 80031
Mental Health Office Manager
Position Summary :
The Mental Health Office Manager oversees the day-to-day non-clinical operations of all five clinic locations, ensuring administrative, scheduling, facilities, and patient service processes run smoothly. This person will be expected to travel weekly to different sites, build accountability among PCCs and support staff, and uphold the integrity, efficiency, and culture of the company
Core Responsibilities :
Staff Oversight & Performance
Supervise and support all PCCs, including scheduling, performance reviews, and daily expectations along with the coordination of the PCC Supervisor
Coordinate daily staffing coverage (remote / in-person)
Support the onboarding of new admin and clinical staff
Manage call outs, coverage plans, and staff time‑off calendars with the coordination of HR
Conduct monthly check‑ins with PCCs and Ketamine Coordinators
Ensure adherence to SOPs, workflows, and communication guidelines
Operational Coordination
Ensure each location is clean, stocked, organized, and welcoming
Monitor office supply levels, manage reorders, and vendor relationships
Oversee maintenance and repair requests for each office
Manage patient‑facing documentation (consents, intake forms, flyers, brochures) in coordination with Patient Networking Coordinator
Patient Experience & Quality Assurance
Handle elevated patient complaints professionally and in alignment with policy
Monitor phone calls, patient communications, and front desk etiquette
Ensure PCCs are following check‑in, check‑out, and follow‑up protocols
Ensure ketamine and SPRAVATO experiences are being consistently documented and protocols followed
Scheduling & Workflow Management
Ensure daily and weekly provider schedules are optimized and accurate
Ensure PCCs are confirming appointments, managing cancellations, and utilizing waitlists
Support clinical coverage coordination for provider PTO and gaps
Track and report appointment‑related KPIs weekly (attendance, cancellations, etc.)
Compliance & Documentation
Ensure HIPAA compliance among admin staff
Assist with maintaining accurate patient documentation and records management
Ensure consents and intake paperwork are complete and filed in the chart
Communication & Leadership
Act as liaison between the Clinical Director and admin / clinic staff
Attend leadership meetings monthly and relay updates to staff
Communicate all policy changes, workflow updates, and announcements in coordination with HR
Support enforcement of non‑negotiables, time management, and productivity standards
Key Skills:
Conflict resolution & problem‑solving
Staff training & accountability
Multitasking in fast‑paced environments
Calendar and schedule management
Emotional intelligence & cultural sensitivity
Key Performance Indicators (KPIs):
90%+ provider schedule fill rate across locations
Monthly team check‑ins completed
All locations visited and documented weekly
100% admin staff completion of required forms, workflows, and scripts
90% positive patient feedback (reviews)
Daily Responsibilities
Check in with all PCCs and PCC Supervisor via TEAMS
Monitor patient escalations or issues
Review provider schedules and flag gaps
Coordinate remote / in‑person coverage
Log site walk‑throughs and needs
Weekly Responsibilities
Visit each office (rotate schedule, document visits) in a log
Run and review KPI dashboard for admin team to show during monthly meetings
Meet with Clinical Director and Admin director for updates & alignment
Deliver feedback to staff on performance or areas of concern
Ensure ketamine & SPRAVATO compliance is maintained, and patients are being seen
Schedule
10 hour shift
8 hour shift
Monday to Friday
No nights
No weekends
No major holidays
Requirements
Required Qualifications :
HS Degree / GED
1 year of experience in office management in a mental health setting
Minimum of 2 years of experience in office management in a healthcare setting
TRAVEL : 25% travel, 1 day a week every week, stopping at each of 5 locations, including their home office. Weekly travel to different clinic sites
Preferred Qualifications :
Bachelor's degree in Health Administration, Business, or related field (or equivalent experience)
2 years of experience in office management in a mental health setting
Strong leadership, organizational, and interpersonal skills
Familiarity with EHR systems (e.g., AdvancedMD, Kareo, Eclinical Works, etc.)
Comfortable traveling to multiple offices weekly
Education :
Bachelor's (Preferred)
Ability to Commute :
Westminster, CO 80031 (Required)
Ability to Relocate :
Westminster, CO 80031 : Relocate before starting work (Required)
Benefits
Dental insurance
Health insurance
Paid time off
Parental leave
Professional development assistance
Vision insurance
#J-18808-Ljbffr
The Mental Health Office Manager oversees the day-to-day non-clinical operations of all five clinic locations, ensuring administrative, scheduling, facilities, and patient service processes run smoothly. This person will be expected to travel weekly to different sites, build accountability among PCCs and support staff, and uphold the integrity, efficiency, and culture of the company
Core Responsibilities :
Staff Oversight & Performance
Supervise and support all PCCs, including scheduling, performance reviews, and daily expectations along with the coordination of the PCC Supervisor
Coordinate daily staffing coverage (remote / in-person)
Support the onboarding of new admin and clinical staff
Manage call outs, coverage plans, and staff time‑off calendars with the coordination of HR
Conduct monthly check‑ins with PCCs and Ketamine Coordinators
Ensure adherence to SOPs, workflows, and communication guidelines
Operational Coordination
Ensure each location is clean, stocked, organized, and welcoming
Monitor office supply levels, manage reorders, and vendor relationships
Oversee maintenance and repair requests for each office
Manage patient‑facing documentation (consents, intake forms, flyers, brochures) in coordination with Patient Networking Coordinator
Patient Experience & Quality Assurance
Handle elevated patient complaints professionally and in alignment with policy
Monitor phone calls, patient communications, and front desk etiquette
Ensure PCCs are following check‑in, check‑out, and follow‑up protocols
Ensure ketamine and SPRAVATO experiences are being consistently documented and protocols followed
Scheduling & Workflow Management
Ensure daily and weekly provider schedules are optimized and accurate
Ensure PCCs are confirming appointments, managing cancellations, and utilizing waitlists
Support clinical coverage coordination for provider PTO and gaps
Track and report appointment‑related KPIs weekly (attendance, cancellations, etc.)
Compliance & Documentation
Ensure HIPAA compliance among admin staff
Assist with maintaining accurate patient documentation and records management
Ensure consents and intake paperwork are complete and filed in the chart
Communication & Leadership
Act as liaison between the Clinical Director and admin / clinic staff
Attend leadership meetings monthly and relay updates to staff
Communicate all policy changes, workflow updates, and announcements in coordination with HR
Support enforcement of non‑negotiables, time management, and productivity standards
Key Skills:
Conflict resolution & problem‑solving
Staff training & accountability
Multitasking in fast‑paced environments
Calendar and schedule management
Emotional intelligence & cultural sensitivity
Key Performance Indicators (KPIs):
90%+ provider schedule fill rate across locations
Monthly team check‑ins completed
All locations visited and documented weekly
100% admin staff completion of required forms, workflows, and scripts
90% positive patient feedback (reviews)
Daily Responsibilities
Check in with all PCCs and PCC Supervisor via TEAMS
Monitor patient escalations or issues
Review provider schedules and flag gaps
Coordinate remote / in‑person coverage
Log site walk‑throughs and needs
Weekly Responsibilities
Visit each office (rotate schedule, document visits) in a log
Run and review KPI dashboard for admin team to show during monthly meetings
Meet with Clinical Director and Admin director for updates & alignment
Deliver feedback to staff on performance or areas of concern
Ensure ketamine & SPRAVATO compliance is maintained, and patients are being seen
Schedule
10 hour shift
8 hour shift
Monday to Friday
No nights
No weekends
No major holidays
Requirements
Required Qualifications :
HS Degree / GED
1 year of experience in office management in a mental health setting
Minimum of 2 years of experience in office management in a healthcare setting
TRAVEL : 25% travel, 1 day a week every week, stopping at each of 5 locations, including their home office. Weekly travel to different clinic sites
Preferred Qualifications :
Bachelor's degree in Health Administration, Business, or related field (or equivalent experience)
2 years of experience in office management in a mental health setting
Strong leadership, organizational, and interpersonal skills
Familiarity with EHR systems (e.g., AdvancedMD, Kareo, Eclinical Works, etc.)
Comfortable traveling to multiple offices weekly
Education :
Bachelor's (Preferred)
Ability to Commute :
Westminster, CO 80031 (Required)
Ability to Relocate :
Westminster, CO 80031 : Relocate before starting work (Required)
Benefits
Dental insurance
Health insurance
Paid time off
Parental leave
Professional development assistance
Vision insurance
#J-18808-Ljbffr