Office Manager at Optima Medical Management Group in Northbrook, IL

Job Summary: 

The Office Manager is responsible for overseeing the daily administrative and operational functions of multiple Behavioral Health clinic locations in Tinley Park, Schaumburg, and Northbrook. This role ensures efficient clinic operations, regulatory compliance, high-quality patient experience, and strong team performance across all sites. The Office Manager serves as a key liaison between clinical staff, administrative teams, and leadership. 

Supervisory Responsibilities: 

• Oversee day-to-day operations across all assigned clinic locations 

• Supervise front office staff, patient coordinators, and administrative personnel 

• Conduct training, onboarding, and ongoing performance management 

• Address staff concerns, resolve conflicts, and foster a positive work environment 

• Partner with clinical leadership to support therapists and providers 

• Act as liaison between sites and executive leadership 

• Provide regular reporting on performance, staffing, and operational updates 

Responsibilities: 

• Ensure consistent workflows, policies, and procedures are implemented across sites 

• Monitor clinic performance metrics (patient volume, scheduling efficiency, no-show rates, etc.) 

• Identify operational gaps and implement process improvements 

• Participate in marketing and meeting events 

• Ensure high-quality patient experience from intake through discharge 

• Oversee scheduling processes and ensure timely access to care 

• Manage patient complaints and service recovery efforts 

• Ensure compliance with state, federal, and organizational policies (HIPAA, OSHA, etc.) 

• Support QA audits and ensure documentation standards are met 

• Maintain readiness for audits, inspections, and accreditation reviews 

• Monitor office budgets, supplies, and operational expenses 

• Support billing coordination and ensure accurate insurance verification processes 

• Track productivity and support revenue cycle efficiency 

• Coordinate cross-functional initiatives with HR, IT, and clinical departments 
• Performs other duties as assigned 

Education and Experience: 

• Bachelor’s degree in healthcare administration, Business Administration, or related field preferred  

• 3–5+ years of office management experience, preferably in healthcare or behavioral health  

• Experience managing multiple sites strongly preferred  

Required Skills/Abilities:  

• Strong leadership and team management skills  

• Excellent organizational and multitasking abilities  

• Knowledge of healthcare regulations and compliance standards  

• Proficiency with EHR systems (behavioral health platforms preferred)  

• Strong communication and problem-solving skills  

• Ability to travel between Tinley Park, Schaumburg, and Northbrook locations  

Work Environment: 

• Multi-site outpatient behavioral health clinics  

• Fast-paced, team-oriented environment  

• Requires regular travel between locations  

Physical Requirements:  

• Must be able to travel using personal vehicle to complete outreach visits. Mileage 
  reimbursement for the use of your vehicle is at a standard rate. 

• Prolonged periods of sitting at an office desk on the computer. 

• Lifting: Able to lift up to 15lbs.