Office Manager

Remote Office Manager

Psychiatric Outpatient Clinic | Work From Home

Position Overview

Optimum Therapy and Consults is seeking a highly organized, compassionate, and resourceful Remote Office Manager to oversee the daily administrative operations of our psychiatric outpatient clinic. This work-from-home position is ideal for someone who enjoys creating order, solving problems, communicating with people, and supporting a clinical team that is committed to improving patients’ emotional well-being.

The Remote Office Manager will serve as the operational center of the practice, helping patients feel welcomed and supported from their first telephone call through ongoing treatment. This individual will coordinate scheduling, patient communication, insurance verification, administrative workflows, billing follow-up, and communication between providers, patients, pharmacies, and outside organizations. Because our clinic serves individuals experiencing a range of mental health concerns, the successful candidate must communicate with patience, discretion, empathy, and professionalism.

Key Responsibilities

• Manage the clinic’s daily administrative operations from a secure home-office environment.
• Answer and return telephone calls, portal messages, emails, and patient inquiries promptly and professionally.
• Schedule, confirm, reschedule, and cancel psychiatric evaluations, medication-management visits, and psychotherapy appointments.
• Maintain an accurate provider calendar and help reduce scheduling conflicts, missed appointments, and unnecessary gaps.
• Complete new-patient registration, collect required forms, and ensure documentation is received before the initial appointment.
• Verify insurance eligibility, benefits, copayments, deductibles, referral requirements, and authorization information.
• Assist patients with understanding administrative and billing procedures without providing clinical or legal advice.
• Coordinate prior-authorization requests and communicate relevant information to providers, pharmacies, and insurance companies.
• Monitor incomplete intake forms, unsigned documents, outstanding balances, rejected claims, and other administrative concerns requiring follow-up.
• Maintain accurate and confidential patient records in the electronic health record system.
• Support billing activities by reviewing demographic and insurance information, identifying errors, and communicating with billing personnel.
• Communicate respectfully with individuals who may be anxious, distressed, frustrated, or experiencing difficulty navigating the healthcare system.
• Recognize urgent or safety-related concerns and immediately follow the clinic’s established escalation procedures.
• Assist with provider credentialing, licensing records, compliance documents, audits, and renewal deadlines.
• Coordinate requests for medical records, releases of information, disability forms, school or workplace documentation, and other administrative correspondence.
• Develop and maintain efficient office procedures, tracking systems, templates, and workflow checklists.
• Protect patient confidentiality and ensure compliance with HIPAA, clinic policies, and applicable federal and state requirements.
• Participate in virtual staff meetings and provide clear updates regarding scheduling, workflow concerns, patient needs, and unresolved administrative matters.
• Identify opportunities to improve the patient experience and help the clinic operate more efficiently.

What Makes This Position Interesting

This is more than a traditional office-management role. The Remote Office Manager will help shape how patients experience mental healthcare. Each day may involve welcoming a nervous new patient, resolving an insurance problem, finding an appointment for someone in need, coordinating with a pharmacy, organizing provider schedules, and improving a workflow that makes the entire clinic function better.

The person in this position will be trusted to think independently, anticipate problems, recommend practical solutions, and help build systems that support both excellent patient care and responsible practice growth.

Required Qualifications

• High school diploma or equivalent; an associate or bachelor’s degree is preferred.
• At least two years of experience in healthcare administration, medical office management, behavioral health, customer service, or a related field.
• Strong organizational, time-management, and problem-solving abilities.
• Excellent verbal and written communication skills.
• Ability to manage several responsibilities while maintaining accuracy and professionalism.
• Sound judgment when handling confidential, sensitive, or emotionally charged situations.
• Proficiency with electronic health records, email, virtual meeting platforms, Microsoft Office, and cloud-based administrative systems.
• Ability to work independently while remaining responsive and accountable to the clinical team.
• Reliable high-speed internet and a private, secure workspace suitable for handling protected health information.

Preferred Qualifications

• Previous experience in a psychiatric, psychological, behavioral-health, or outpatient medical practice.
• Experience with insurance verification, authorizations, claims follow-up, credentialing, and medical billing.
• Familiarity with CareCloud, Zocdoc, Psychology Today, or comparable healthcare platforms.
• Knowledge of HIPAA requirements and behavioral-health documentation procedures.
• Experience supporting telehealth services.
• Knowledge of Maryland healthcare systems and insurance plans is an advantage.

The Ideal Candidate

The ideal candidate is warm but professional, confident but respectful, and capable of remaining calm when situations become complicated. This person notices details, follows through on commitments, communicates concerns early, and does not allow important tasks to remain unresolved. The ideal candidate understands that a psychiatric clinic requires exceptional discretion and that every interaction can affect whether a person feels comfortable continuing care.

We are looking for someone who takes ownership of their work, values accountability, protects patient privacy, welcomes feedback, and genuinely enjoys helping both patients and providers succeed.

Work Arrangement

• Fully remote, work-from-home position
• Regular availability during the clinic’s established business hours
• Occasional flexibility may be required to address urgent scheduling or operational needs
• Participation in virtual meetings and periodic performance reviews
• Consistent access to a telephone, computer, secure internet connection, and private workspace

Performance Expectations

Success in this role will be reflected by timely communication, accurate scheduling, complete patient records, effective insurance follow-up, reduced administrative errors, strong patient service, reliable task completion, and consistent adherence to confidentiality and clinic procedures.

Why Join Us?

Our clinic is committed to compassionate, ethical, trauma-informed, and person-centered psychiatric care. We believe patients should be treated with dignity and that excellent mental healthcare begins with a supportive and dependable administrative experience. The Remote Office Manager will be a valued member of the practice and will have a meaningful role in strengthening our operations, supporting our providers, and helping patients receive timely care.

## About Optimum Therapy and Consults

Optimum Therapy and Consults is a Maryland-based psychiatric outpatient clinic providing compassionate, individualized mental health services to children, adolescents, and adults. The practice offers comprehensive psychiatric evaluations, medication management, psychotherapy, patient education, and ongoing clinical support for individuals experiencing anxiety, depression, mood disorders, trauma-related conditions, ADHD, and other emotional or behavioral concerns.

Our approach is trauma-informed, person-centered, solution-focused, and culturally responsive. We recognize that each individual’s experiences, needs, strengths, and treatment goals are different. For this reason, treatment decisions are made collaboratively and guided by clinical evidence, careful assessment, and respect for each patient’s preferences.

At Optimum Therapy and Consults, we believe that patients should be treated with the same compassion, patience, and dignity we would want for our own families. Our goal is to create a safe and welcoming environment where patients feel heard, respected, and actively involved in their care. Through medication management, psychotherapy, education, and practical support, we help patients achieve symptom stability, improve daily functioning, strengthen coping skills, and develop sustainable emotional balance.

Our team is committed to ethical practice, confidentiality, clinical excellence, and dependable communication. Whether care is provided through telehealth or another approved clinical setting, Optimum Therapy and Consults strives to make quality psychiatric care accessible, supportive, and responsive to the needs of every patient we serve.