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 Considered

If you’re someone who thrives on organization, problem-solving, and keeping a clinic running at full capacity—we want to hear from you.

Job Summary

We 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 Manager

Provider Scheduling & Productivity (Primary Focus)

• Ensure clinicians’ schedules remain full and optimized daily
• Proactively fill cancellations and no-show gaps in real time
• Maintain waitlists and scheduling optimization strategies
• Monitor provider productivity and utilization rates
• Coordinate new patient intake to match provider availability
• Understand CPT scheduling codes and provider-specific scheduling needs
• Differentiate scheduling for contractors vs. employed providers

Systems & Reporting

• Use EHR system (SimplePractice or similar) for scheduling and data tracking
• Monitor:
• No-show and cancellation rates
• Schedule efficiency
• Ensure collection of no-show and late cancellation fees
• Generate reports on provider utilization and office performance

Office Management & Environment

• Maintain office supplies and clinical materials inventory
• Oversee petty cash and patient amenities (coffee, water, snacks)
• Ensure all equipment is functional:
• Computers, phones, charging stations
• Noise machines (HIPAA compliance)
• TVs, speakers, office temperature, clocks
• Maintain cleanliness and sanitation of offices and common areas
• Organize supply cabinets (office + clinical materials)
• Coordinate office décor and seasonal/awareness events

Assist in Responsibilities, along with Office Manager

Front Office & Clinic Operations

• Assist in overseeing front desk operations and patient experience
• Manage scheduling, phones, and intake workflows
• Ensure adequate staff coverage (Monday–Saturday, open to close)
• Maintain smooth daily clinic operations

Patient Coordination

• Ensure accurate insurance verification (Medicare, Medicaid, commercial)
• Confirm benefits including copays, coinsurance, and deductibles from billing department
• Assist with patient onboarding and resolve scheduling issues
• Handle patient and provider concerns with urgency and professionalism

Team Support & Leadership

• Support training and oversight of front office staff
• Maintain organized workflows and systems
• Communicate effectively with providers and leadership

Qualifications

• 2+ years experience in:
• Medical office, scheduling, or healthcare operations
• Mental health or outpatient setting preferred
• Strong experience with:
• High-volume scheduling
• Managing multiple provider calendars
• Knowledge of:
• Medicare, Medicaid, and commercial insurance
• Insurance verification and patient billing basics
• Ability to:
• Multitask and stay organized in a fast-paced setting
• Problem-solve proactively
• Strong communication and leadership skills
• Experience with EHR systems (SimplePractice preferred)

Preferred Qualifications

• Experience in mental health, behavioral health, or therapy clinics
• Background in front office supervision or team leadership
• Familiarity with CPT coding for scheduling

Schedule

• Full-Time preferred (Part-Time considered)
• Assuring Monday–Saturday coverage of Office Support Team
• In-office position

Compensation & Benefits

• $22–$28/hour (based on experience)
• Growth opportunities within a growing organization
• Supportive, team-oriented environment

Why Join Us?

• Play a key role in keeping providers fully booked and patients served
• Be part of a mission-driven mental health team
• Opportunity to grow into leadership roles

How to Apply

Apply with your resume

Bonus: Include a brief example of how you’ve:

• Helped fill provider schedules
• Reduced no-shows or cancellations