Assistant Office Manager - Mental Health Clinic (Scheduling & Operations Focus)

Assistant Office Manager – Mental Health Clinic (Scheduling & Operations Focus)Las Vegas, NV (In-Office) $22–$28/hour (based on experience) Full-Time Preferred | Part-Time ConsideredIf you're someone who thrives on organization, problem-solving, and keeping a clinic running at full capacity—we want to hear from you.Job SummaryWe are seeking a highly organized and proactive Assistant Office Manager to support daily operations at our outpatient mental health clinic.This role is ideal for someone who thrives in a fast-paced healthcare environment and excels at keeping provider schedules full, managing patient flow, and ensuring smooth clinic operations.You will work closely with the Office Manager to maintain efficiency, support staff, and deliver an exceptional patient experience.Key Responsibilities for Assistant Office ManagerProvider Scheduling & Productivity (Primary Focus)Ensure clinicians' schedules remain full and optimized dailyProactively fill cancellations and no-show gaps in real timeMaintain waitlists and scheduling optimization strategiesMonitor provider productivity and utilization ratesCoordinate new patient intake to match provider availabilityUnderstand CPT scheduling codes and provider-specific scheduling needsDifferentiate scheduling for contractors vs. employed providersSystems & ReportingUse EHR system (SimplePractice or similar) for scheduling and data trackingMonitor:No-show and cancellation ratesSchedule efficiencyEnsure collection of no-show and late cancellation feesGenerate reports on provider utilization and office performanceOffice Management & EnvironmentMaintain office supplies and clinical materials inventoryOversee petty cash and patient amenities (coffee, water, snacks)Ensure all equipment is functional:Computers, phones, charging stationsNoise machines (HIPAA compliance)TVs, speakers, office temperature, clocksMaintain cleanliness and sanitation of offices and common areasOrganize supply cabinets (office + clinical materials)Coordinate office décor and seasonal/awareness eventsAssist in Responsibilities, along with Office ManagerFront Office & Clinic OperationsAssist in overseeing front desk operations and patient experienceManage scheduling, phones, and intake workflowsEnsure adequate staff coverage (Monday–Saturday, open to close)Maintain smooth daily clinic operationsPatient CoordinationEnsure accurate insurance verification (Medicare, Medicaid, commercial)Confirm benefits including copays, coinsurance, and deductibles from billing departmentAssist with patient onboarding and resolve scheduling issuesHandle patient and provider concerns with urgency and professionalismTeam Support & LeadershipSupport training and oversight of front office staffMaintain organized workflows and systemsCommunicate effectively with providers and leadershipQualifications2+ years experience in:Medical office, scheduling, or healthcare operationsMental health or outpatient setting preferredStrong experience with:High-volume schedulingManaging multiple provider calendarsKnowledge of:Medicare, Medicaid, and commercial insuranceInsurance verification and patient billing basicsAbility to:Multitask and stay organized in a fast-paced settingProblem-solve proactivelyStrong communication and leadership skillsExperience with EHR systems (SimplePractice preferred)Preferred QualificationsExperience in mental health, behavioral health, or therapy clinicsBackground in front office supervision or team leadershipFamiliarity with CPT coding for schedulingScheduleFull-Time preferred (Part-Time considered)Assuring Monday–Saturday coverage of Office Support TeamIn-office positionCompensation & Benefits$22–$28/hour (based on experience)Growth opportunities within a growing organizationSupportive, team-oriented environmentWhy Join Us?Play a key role in keeping providers fully booked and patients servedBe part of a mission-driven mental health teamOpportunity to grow into leadership rolesHow to ApplyApply with your resumeBonus: Include a brief example of how you've:Helped fill provider schedulesReduced no-shows or cancellations