Office Manager

Overview
Pathfinders Counseling is a growing faith-based private practice in Owensboro, KY, dedicated to helping individuals and families "find their path" toward emotional, spiritual, and relational wellness. We are seeking a warm, organized, and dependable Office Manager to support our clinicians and provide excellent care to our clients from the very first phone call to the final check-out.

We are seeking a dynamic and highly organized Office Manager to lead the daily operations of our office environment. This energetic professional will ensure that administrative functions run smoothly, foster a productive workplace, and support team members across various departments.

The ideal candidate will thrive in a fast-paced setting, demonstrating exceptional communication, organizational skills, and a proactive approach to office management. This role offers an exciting opportunity to shape the efficiency and culture of our organization while managing essential administrative tasks with enthusiasm and precision.

Responsibilities

• Key Responsibilities

Client Support & Front Desk

• Greet clients in a warm, professional manner (in-person and by phone).
• Answer phone calls, respond to voicemail, and manage email inquiries.
• Assist new clients with intake forms and onboarding.
• Maintain a calm, welcoming environment in the waiting room and office.

Scheduling & Administrative Coordination

• Manage clinician schedules, appointments, cancellations, and waitlists.
• Confirm appointments and send reminders as needed.
• Maintain accurate client records in the electronic health record (EHR) system (e.g., SimplePractice or similar).
• Scan, upload, and organize documents in client charts.

Insurance & Billing Support

• Verify client insurance benefits and eligibility.
• Collect and record copays, private pay fees, and other client payments.
• Coordinate with billing/credentialing services as needed (e.g., claims questions, denials, or authorizations).
• Maintain accurate records of payments and balances; provide receipts or statements as requested.

Office Management

• Ensure office supplies are stocked and organized.
• Coordinate maintenance or repairs as needed.
• Help implement and maintain office policies, procedures, and forms.
• Protect client confidentiality in compliance with HIPAA and practice policies.

Other Duties

• Assist with basic marketing tasks (e.g., updating practice information, printing flyers, helping with social media posts or events).
• Support special projects for the owner/lead therapist as needed.
• Oversee daily office operations, including front desk management, multi-line phone systems, and greeting visitors with professional phone etiquette.
• Coordinate scheduling and calendar management for executive teams and department meetings to optimize workflow.
• Oversee medical office management duties if applicable, ensuring compliance with healthcare regulations and efficient patient or client flow.

Requirements

• Associate's or bachelor's degree preferred but not required.
• Prior experience in a medical, mental health, or professional office setting strongly preferred.
• Familiarity with EHR systems and comfort with computers, email, and basic office technology.
• Strong organizational skills, attention to detail, and ability to multitask.
• Excellent verbal and written communication skills.
• Ability to maintain strict confidentiality, professional boundaries, ethical standards and HIPPA compliancy.
• Dependable, punctual, and able to work both independently and as part of a small team.
• Comfortable working in an environment that may integrate faith-based perspectives at times, while providing respectful care to all clients.
• Proven experience in office management or administrative roles with supervisory responsibilities.
• Strong proficiency in QuickBooks for bookkeeping and payroll tasks.
• Excellent communication skills—both verbal and written—and exceptional organizational abilities.
• Demonstrated experience in event planning, vendor management, and budget oversight.
• Familiarity with Insurance, coding and billing.
• Experience managing front desk operations, multi-line phone systems, calendar scheduling, and filing systems.
• Ability to handle clerical tasks efficiently while maintaining attention to detail in a fast-paced environment.
• Knowledge of medical office procedures is a plus but not required; relevant experience is preferred. Join us as an Office Manager to lead with energy, foster a collaborative atmosphere, and make a meaningful impact on our organization's success

Pay: From $18.00 per hour

Expected hours: 32.0 per week

Work Location: In person