Office Manager

Office Manager – Wilson Private Practice

WilsonPrivatePractice.com is seeking a highly organized, compassionate, and dependable Office Manager to oversee the daily administrative operations of our mental health clinic. The office manager is a vital position that ensures that clients receive exceptional service while supporting our clinical team in maintaining efficient office operations.

The ideal candidate excels at creating an accessible, welcoming environment for neurodivergent individuals, individuals with specialized needs, and clients from diverse socioeconomic backgrounds.

Primary Responsibilities

• Schedule and coordinate client appointments for psychological evaluations and other services.
• Greet clients and provide a welcoming, professional check-in experience.
• Ensure all intake paperwork and required documentation are completed prior to appointments.
• Maintain accurate client records while ensuring HIPAA compliance and confidentiality.
• Oversee the timely preparation, tracking, and distribution of psychological evaluation reports to referral sources and authorized recipients.
• Communicate effectively with referral agencies, providers, schools, and clients as appropriate.
• Answer phones, respond to emails, and manage daily office communications.
• Maintain office organization, cleanliness, and a professional appearance throughout each workday.
• Monitor office supplies and coordinate ordering when needed.
• Assist clinicians and administrative staff with daily operational needs.
• Identify opportunities to improve office efficiency and workflow.
• Perform additional administrative duties as assigned to support clinic operations.

Qualifications

• Professional demeanor with exceptional customer service skills.
• Strong organizational and time-management skills.
• Bilingual (English and Spanish) - We serve the large spanish speaking population
• Proficient verbal and written communication abilities.
• Ability to maintain strict confidentiality and comply with HIPAA regulations.
• Ability to prioritize multiple tasks while maintaining attention to detail.
• Proficiency with computers and capable of learning Google Workspace Proficiency, Encrypted eMail Systems, and Electronic Health Records
• Experience working in behavioral health or a medical office is strongly preferred.

What We're Looking For

We are looking for someone who is dependable, self-motivated, compassionate, and takes pride in creating an organized, welcoming environment for our clients and staff. The successful candidate will enjoy working independently while also collaborating with our clinical team to ensure the highest quality of service.