Office manager

Job Description: Office Manager – Solid Ground Counseling

Solid Ground Counseling is a mid-size private outpatient mental health counseling practice with offices in Plymouth and Brighton, MI. We are currently open Monday through Saturday. We are looking for someone to work full time at our main location in Plymouth.

Position Overview:

We are seeking a highly organized, proactive, and compassionate Office Manager to oversee the daily operations of our mental health counseling practice. The Office Manager plays a vital role in supporting our therapists, managing administrative functions, and ensuring a smooth, welcoming experience for clients.

Job Type: Part time

Hours: 30 hours

Pay: $20 to $25 per hour

Schedule: 10am – 5pm Monday – Thursday, 10am – 3pm Friday

Work Setting: Office, private practice

Work Location: In person

Key Responsibilities:

Administrative Operations:

• Oversee day-to-day office operations, ensuring efficiency and compliance with policies.
• Manage intake and assign new client requests accurately to appropriate clinicians including organized tracking for incoming requests.
• Maintain and update client records in compliance with HIPAA and confidentiality guidelines.
• Order and manage office supplies, equipment, and maintenance needs.
• Handle incoming calls, emails, and other inquiries in a professional and compassionate manner.
• Develop content and update social media and website for company as needed.

Financial & Billing Tasks:

• Coordinate insurance verifications and authorizations as needed.
• Process client payments and billing through practice management software.
• Work with external billing professionals or internal systems to submit claims and follow up on denials.
• Generate internal reports for billing and practice compliance and audits

Human Resources Support:

• Assist with onboarding of new therapists, graduate interns and administrative staff.
• Maintain personnel records and training compliance (e.g., licensure, CEUs, background checks).
• Facilitate team communications, meeting scheduling, and staff events.

Client Relations:

• Serve as the first point of contact for new and existing clients.
• Address client concerns, feedback, and scheduling issues with professionalism and discretion.
• Promote a warm, respectful, and supportive environment for clients of all backgrounds.

Compliance & Records Management:

• Ensure compliance with healthcare regulations including HIPAA, OSHA, and local/state mental health policies.
• Maintain accurate records for audits, reporting, and quality assurance purposes.

Qualifications:

• Proven experience in office management and administration.
• Prior experience working in a mental health, medical, or counseling practice.
• Familiarity with credentialing, billing codes, and insurance reimbursements.
• Strong organizational, multitasking, and problem-solving skills.
• Proficient in EHR system and Microsoft Office/Google Workspace.
• Excellent communication and interpersonal skills.
• Knowledge of health insurance processes and HIPAA regulations.
• Ability to handle sensitive and confidential information with discretion.
• Bachelor's degree in healthcare administration, business, psychology, or a related field.

Work Environment:

• This position will be in-person at our main location in Plymouth.
• Requires professionalism in interactions with clients experiencing emotional distress or crisis.
• May include occasional evening or weekend availability to support office needs.
• A supportive team dedicated to professional growth and success.

How to Apply:

Interested candidates should submit their resume and a cover letter detailing their qualifications and experience to [email protected]

Job Type: Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 30 per week

Work Location: In person