Hybrid Office Manager- PsyFi TMS na Healthcare Management Resources

Job Title: Office Manager
Location: 4444 W 76th St Suite 400, Edina, MN 55435
Employment Type: Full-Time

Key Responsibilities:

Office Operations & Administration

• Manage all aspects of day-to-day office operations, including office maintenance, supplies, equipment, and vendor relationships.
• Develop, implement, and continuously improve office systems, workflows, and procedures to optimize efficiency.
• Oversee document management systems, filing protocols, and ensure data security and compliance with privacy laws.
• Maintain and enforce office policies and procedures to align with company goals and compliance requirements.

Team Leadership & Staff Oversight

• Supervise and support administrative and front desk staff, including hiring, onboarding, training, performance evaluations, and conflict resolution.
• Serve as a key point of contact between upper management and staff, ensuring clear communication and execution of strategic priorities.
• Foster a positive and professional office culture that emphasizes collaboration, accountability, and customer service.
• Lead regular team meetings to ensure alignment, address operational issues, and promote engagement.

Credentialing & Compliance

• Oversee the credentialing and re-credentialing processes for providers and professionals, ensuring all licensures, certifications, and documentation are accurate and current.
• Stay updated on industry standards, payer requirements, and regulatory changes affecting credentialing and office compliance.
• Work closely with human resources, providers, and external credentialing agencies to maintain credentialing timelines and accuracy.
• Monitor expirations and proactively manage renewals for all required credentials.

Billing, Financial, and Reporting Functions

• Assist with or manage billing processes, including coding review, invoice preparation, collections, and reconciliations.
• Collaborate with accounting and billing departments (or vendors) to ensure accurate and timely financial reporting.
• Prepare reports on billing productivity, credentialing status, and administrative metrics for leadership review.
• Help track and manage office budgets, approve purchases, and reduce operational costs where appropriate.

Front Desk and Client Services Support

• Serve as a backup for front desk operations during staff shortages or peak hours, including answering phones, scheduling, and greeting clients or patients.
• Ensure a professional, courteous, and responsive front desk experience aligned with company standards.
• Train front desk staff on customer service practices, system usage, and workflow efficiency.

Technology & Systems Management

• Oversee use and administration of practice management software, scheduling tools, and other office technologies.
• Troubleshoot system issues and coordinate with IT support or vendors for timely resolutions.
• Assist with onboarding staff onto software platforms and maintaining accurate user access permissions.

Strategic and Project Management

• Collaborate with executive leadership on special projects, office expansions, workflow optimization, and operational planning.
• Lead or participate in quality improvement initiatives, helping to drive measurable improvements in service delivery and internal operations.
• Maintain up-to-date knowledge of best practices in office management, credentialing, and administration.

Qualifications:

• Proven experience (5+ years preferred) in office management or administrative leadership roles.
• Experience with credentialing and billing processes—preferably in [healthcare/legal/other relevant field].
• Ability to assist with or oversee front desk duties as needed.
• Strong organizational and time management skills.
• Excellent interpersonal, verbal, and written communication skills.
• High level of discretion and professionalism.
• Proficient in office software (Microsoft Office, Google Workspace, and/or industry-specific tools).
• MBA or equivalent advanced degree strongly preferred.