Office Manager - The Counseling Center
Job Details
BHTCC - Bristol Hospital TCC - Bristol, CT
Full Time
High School
1st Shift (Days)
Health Care
Job Summary

At Bristol Health, we begin each day caring today for your tomorrow.  We have been an integral part of our community for the past 100 years. We are dedicated to providing the best possible care and service to our patients, residents and families.  We are committed to provide compassionate, quality care at all times and to uphold our values of Communication, Accountability, Respect and Empathy (C.A.R.E.).   We are Magnet ® and received the 2020 Press Ganey Leading Innovator award for our rapid adoption and implementation of healthcare solutions during the COVID-19 pandemic.  Use your expertise, compassion, and kindness to transform the patient experience.  Make a difference.  Make Bristol Health your choice.  


Job Summary:

Manages and maintains all office systems for outpatient behavioral health clinic.  In addition, oversees all front office work for the practice, including computer maintenance, patient contact, ordering supplies, in addition to day to day operational problem resolution.

Essential Job Functions and Responsibilities:

Identifies, plans, and implements systems to improve office efficiencies.

  • Assesses current office systems and develops a written action plan.

  • Implements new operational models with a “hands-on” approach.  Evaluates the effectiveness of improvements.

  • Prepares written reports highlighting the outcomes of the plan, and submits to Manager/ Director as requested.

Maintenance of office budget.

  • Assists in the preparation of the annual office budget.

  • Reviews budgeted revenue compared to actual revenue by provider.

  • Reviews actual operating expenses compared to budget.

  • Submits monthly variance reports for all negative variance within 5%; including a plan to decrease/eliminate the negative variance.

  • Coordinates staff schedules to meet the office needs while controlling personnel expense.

  • Ensures office staff collect a minimum of 96% of co-payments and past due balances at time of service.


Promotes effective communication.

  • Communicates in a clear, concise, and straight forward manner even when dealing with sensitive issues.

  • Composes written plans, and reports information clearly and on time.

  • Seeks out ideas and suggestions.  Listens to all points of view with an open mind.

  • Communicates effectively with physicians, Administration, peers and staff to ensure that information is clearly understood, and efforts are coordinated.

Knowledgeable of computer software systems used within the healthcare system.

  • Excels in the applications within Medical Manager software, including registration, appointment scheduling, and billing related information.

  • Produces monthly financial and coding reports; analyzes the data, and reports to providers.

  • Effectively uses other basic software such as E-Mail, Excel Spreadsheets, and Word Processing.

  • Coordinates staff education and training plans related to software programs with the System Administrator.

Demonstrates managerial and leadership skills.

  • Develops specific written, measurable goals for the office that are congruent with overall system goals.

  • In coordination with Human Resources; interviews, recommends candidates for hire and completes the new employee orientation checklist during probationary period.

  • Develops annual staffing plan to support provider and patient needs; completes staffing schedules per guidelines and coordinates staffing issues with central office to ensure adequate overall system wide staffing needs are met.

  • Completes all necessary personnel forms such as change records, position replacements, payroll records, PTO requests, absenteeism records, and performance evaluation forms on time.

  • Supervises, coaches, and motivates all immediate subordinates to promote teamwork as well as individual performance improvement.

  • Implements the appropriate disciplinary processes fairly and consistently.  Seeks guidance as needed from Clinical Manager, Director and Human Resources.

  • Is knowledgeable and ensures compliance with all state and federal regulations.

  • Implements all hospital policies and procedures consistently.

  • Is a resource and role model to other managers and staff, sharing knowledge and skills.

  • Ensures that all services rendered by the practice are documented and billed appropriately and expeditiously.

  • Demonstrates initiative and achieves results that have a positive impact on the entire organization.

  • Maintains a consistent high level of energy; displays commitment and keeps a positive outlook.

  • Establishes regular scheduled staff meetings at least bi-monthly and as needed with written minutes of issues, plan and follow-up.

Special projects and activities.

  • Completes special projects and reports within specified time frames.

  • Compiles, analyzes data.  Completes an executive summary to Director.

  • Attends and actively participates in assigned meetings and other committees.

Assumes responsibility for professional growth.

  • Evaluates strengths and areas for improvement.

  • Seeks guidance and develops an action plan for improvement.

  • Implements the action plan.

  • Re-evaluates self improvement activities by measurable objectives.

Ensures compliance with quality of care standards.

  • Establishes standards of patient care with the providers.

  • Establishes systems to assure medical records are complete within same day of the visit.

  • Establishes effective systems to assure tests and procedures ordered are scheduled and reports are available to the provider in a timely fashion.

  • Oversees customer/patient satisfaction survey standards.  Maintains satisfaction rate at 96% per quarter.


Educational / Minimum Requirements:

High School diploma.  A minimum of five years experience in a related area of the health care industry.  Experience in health care billing, collections, office coding skills including documentation, experience in typing, data entry, and computer skills.  Medical terminology required, familiarity with insurance claims processing, and managed care rules/regulations.  Strong managerial experience.


State/Federal Mandated Licensure or Certification Requirements:


Bristol Hospital Mandated Educational Requirements:

General orientation at time of hire. Fire/Safety/Infection Control annually. Other programs as mandated by Hospital. 

Special Requirements:

Strong computer skills; aptitude for learning new software programs and ability to assimilate software changes.  Some literacy in word processing. Excellent organizational and interpersonal skills.  Ability to motivate staff.  

Physical Requirements:

Prolonged sitting at a desk and/or computer terminal.   Significant paperwork requiring extensive eye usage.  Physically able to handle paperwork and filing.  Ability to communicate by speaking and hearing. 

Work Environment:

Normal office conditions.

Cognitive Requirements:

Strong interpersonal skills; ability to deal effectively with physicians, clients, and other related professional personnel.  Excellent mathematical and analytical skills. Detail oriented personality.  Excellent written and oral communications skills.  Ability to work independently with minimal direct supervision necessary.  Deadline oriented.  Problem solving skills.


The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.