Office Manager Position Overview – Mindful Minds Psychiatry
Position Title: Office Manager of all 5 locations (Parker, Colorado Springs, Denver, Boulder, and Westminster) - This is a traveling position.
Reports to: Clinical Director and Administrative Director
Supervises: Patient Care Coordinators, Medical Assistants (Ketamine Coordinators) and Other Office Operations
Position Summary:
The 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 Mindful Minds Psychiatry.
Core Responsibilities:
1. 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 onboarding of new admin and clinical staff
- Manage callouts, 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
2. 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 Coodinator
3. 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
4. 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.)
5. 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
6. 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
Preferred Qualifications:
- Bachelor’s degree in Health Administration, Business, or related field (or equivalent experience)
- 3–5 years of office management experience (healthcare/mental health preferred)
- Strong leadership, organizational, and interpersonal skills
- Familiarity with EHR systems (e.g., AdvancedMD, Kareo, Eclinical Works, etc.)
- Comfortable traveling to multiple offices weekly
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
- <10% no-show rate with consistent follow-up documentation
- 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
Compensation Suggestion:
$60,000 - $70,000/year depending on experience
Quarterly bonuses depending on performance above
Job Type: Full-time
Pay: $60,000.00 - $70,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Professional development assistance
- Vision insurance
Application Question(s):
- What experience have you had managing other clinical offices in the past and what makes you a good candidate to manage this practice?
- What interests you in this position?
- We re looking for someone that will stay long term at MMP, are you looking for long term employment?
- Have you supervised admin or clinical staff before? Please describe the size of the team and your responsibilities.
- Do you have experience with medical billing, insurance verification, or patient scheduling workflows?
- How do you hold team members accountable while still maintaining a positive work culture?
- How do you stay calm and solution focused when the office is overwhelmed or short staffed?
- How do you handle difficult patients or upset family members in a calm and professional way?
- In this role, you will be expected to follow protocols and make sure others do as well, are you comfortable having hard conversations when necessary?
Education:
- Bachelor's (Preferred)
Ability to Commute:
- Colorado Springs, CO 80918 (Required)
Ability to Relocate:
- Colorado Springs, CO 80918: Relocate before starting work (Required)
Work Location: Hybrid remote in Colorado Springs, CO 80918