Outpatient Office Manager (40 hours 8a-4p) - Centerville

SUMMARY: 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 .