Front Office Manager in Denver, CO at Mental Health Center of Denver

Date Posted: 12/31/2019

Job Snapshot

Job Description

POSITION SUMMARY: Collaborate with Program Manager to provide for the overall front office and administrative functioning of the clinic. Coordinate office functions and supervise administrative and clerical support positions in support of clinic operations. Work on special projects assigned by Program Manager(s) in charge of clinic and/or teams at a site. Assist Program Manager in all aspects of job as needed.


NEW HIRE SALARY RANGE: $42,000 - $45,000/yr




  • Hire, evaluate, direct, coordinate and assign duties for administrative and clerical support positions in the clinic.
  • In Program Manager’s absence, provide for coordination of clinic and program needs. Perform a variety of administrative duties in order to ensure the smooth running of the clinic.
  • Organize, compose, and produce confidential letters, memoranda, reports, and other documents for the Program Manager
  • Collect program data and maintain data base systems; may be required to sort, provide basic analysis, and report data for internal and/or external usage.
  • Maintain calendars and schedule appointments and meetings.
  • Compose minutes at designated meetings; prepare and distribute as appropriate.
  • Receive and screen clinic and managerial telephone communications.
  • Schedule consumer appointments with psychiatrists, nurses, and other clinical staff. Collect co-pays if applicable. Input and extract data from the appointment scheduling system.
  • Coordinate, file, maintain, and update consumer medical records and related data.       With all consumer information, take proactive steps to ensure accuracy of records and confidentiality.
  • As assigned by Program Manager, respond to requests for information, ensuring all paperwork is properly executed, and consumer and employee confidentiality is protected.
  • Coordinate the maintenance of other filing systems, databases, and perform data retrieval for staff and consumer information.
  • Sort and distribute incoming mail and prepare outgoing mail.
  • Maintain a trauma informed environment of wellbeing.
  • Perform other duties as assigned, based on the needs of the individual site/Program Manager, such as, but not limited to the following:


Office Manager Duties

  • Front desk coverage if Administrative Assistants are out of the office (please see AA duties)
  • Advise/support Administrative Assistants
  • Answer questions from the Billing Team individuals’ payments, balances, and credits
  • Answer questions from the FICs regarding individuals’ insurance information
  • Insurance verification (during downtime) using the two websites from FICs
  • Answer questions from HISM regarding individuals’ incoming/outgoing records
  • Answer questions from Dickenson front desk
  • Facilitate office changes with FacServices (keys, name plates, furniture etc.)
  • Coordinate drills with Risk Management
  • Create/supervise clinician and psychiatrist schedules in Avatar
  • Order supplies
  • Support walk-in individuals who are in crisis or need resources in the community


Intake Coordinator Duties

  • Check voicemails
  • Return voicemails from individuals requesting services (return voicemails within two days)
  • Complete phone screenings (individuals interested in therapy and medication mgmt.)
  • Obtain/manage releases of information and medical records for individuals requesting medication mgmt. only
  • Enter phone screening in Avatar with appropriate insurance information
  • Pre-admit/schedule new clients in Avatar
  • Create/supervise intake schedules for clinicians and psychiatrists
  • Point person for hospital discharges from Porter, Medical Center of Aurora, University Hospital etc.
  • Create hospital discharge intake schedule for clinicians
  • Point person for WIC referrals
  • Point person for direct referrals for Dr. MacIntyre from therapists in the community
  • Point person for TMS referrals
  • Coordinate TMS referrals with the FICs regarding authorizations and insurance benefits
  • Create TMS schedules with psychiatrists, nurses, and WBS’ Care Coordinator

Job Requirements

EDUCATION: High School Diploma or equivalent, some college preferred.



    • Minimum 2 of years Administrative Assistant, Receptionist, or Customer Service experience.
  • Supervisory experience preferred.
  • Experience working for a human service/medical organization is required.





  • Knowledge or ability to learn and practice trauma informed principles and practices.
  • Proficiency with word processing (60 wpm input speed) and computer spreadsheets (Word for Windows, Access, Excel preferred).
  • Must also develop proficiency in STAR systems.
  • Strong organizational skills, knowledge of grammar, spelling, punctuation and word definitions.
  • Ability to supervise and direct others in a positive and straightforward manner, using effective verbal and written communication.


SUPERVISORY RESPONSIBILITIES: Administrative and clerical support staff at clinic.  


MACHINES AND EQUIPMENT TO BE USED: Computers, calculators, fax machines, copiers, telephone and a variety of other office/clerical equipment.


TYPICAL PHYSICAL DEMANDS: Requires sitting, standing, bending and reaching. May require lifting up to 50 pounds.   Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, the telephone and other office and/or clinical equipment.


WORKING CONDITIONS: May require occasional evening or weekend hours.


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