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Job Description - Admin Office Manager


Our Mission Statement:


Rooted Mental Health (RMH) is a cooperative (co-op) group behavioral health practice focused on compassion for self, clients, and community.  We serve low-income and other vulnerable Oregonians facing barriers to wellness due to mental health difficulties and traumatic histories.  We believe that in order for individuals to truly heal from issues like mental illness, substance use, unsafe relationships, and others, we must address the underlying root causes of individual, family, and community trauma.  We combine evidence-based practices with innovative treatments to address mental health from a whole-person perspective.  Our goal is to help clients thrive, not just survive.


What makes us different:


At Rooted Mental Health, we believe in putting our values around equity, integrity, simplicity and transparency into practice.  We believe in taking care of our staff by providing paid leave, clinical supervision, and consultation in a supportive team environment.  Most importantly, all full-time staff have the opportunity to be invited to work toward co-ownership and profit sharing built into their contracts.  We are committed to developing a truly cooperative model of delivering behavioral healthcare.

We are looking for an office manager to join our growing team.  Your role will be to help assist with development of the practice and provide administrative support to clinicians and other staff.  As the office manager, you will have a voice in decision-making for the agency as a whole, including helping to create a compassionate and supportive environment for clients and staff, developing policies and procedures, and serving as the first point of contact for existing and potential clients. 

Responsibilities and Duties:

  • Creating a calm and compassionate waiting room environment for clients including greeting clients, keeping refreshment area stocked, answering client questions, notifying clinicians of client arrival in a timely fashion, etc.

  • Managing correspondence including answering phone calls, retrieving and returning voicemail messages, and promptly delivering messages. 

  • Managing incoming referrals, contacting potential clients, completing initial intake questionnaires, and consulting with and creating appointments for clinicians.  

  • Sending out and ensuring completion of all intake paperwork for new clients.

  • Verifying insurance eligibility and copay amounts for potential clients.

  • Collecting payment for copays at time of service, creating invoices, and allocating incoming insurance payments to client invoices. 

  • Complete insurance claims for all clinicians once per week, track status of claims, and follow-up on unpaid or rejected claims with clinician support. 

  • Creating and managing client case files on our EHR including responding to Release of Information requests, obtaining records from outside providers, following all privacy lines including HIPAA guidelines, ensuring that clinician documentation meets CMS and state Medicaid requirements, etc. 

  • Maintaining and tracking office inventory and ordering supplies as needed.

  • Support clinicians with maintaining schedules for shared office spaces, meetings, and consultations.  


Qualifications and Skills:


  • Previous office management experience necessary; experience working with marginalized populations and mental health clients preferred.

  • Comfort working with a diverse population and individuals with a variety of lifestyles.

  • Ability to engage with individuals in crisis.  

  • Clear, timely, and kind written and verbal communication skills.

  • Ability to give and receive feedback with your team in a brave space, openness to discussing problems and issues, ability to engage in consensus-based decision making. 

  • Strong computer skills, including using EHR, Microsoft Office software, and Google Workspace.  

Salary and benefits:

1.0 FTE beginning at $22/hour, with pay differential available for bilingual individuals and individuals who identify with marginalized populations as defined by OHA.  


This position is eligible for paid leave through Paid Leave Oregon.  A stipend for health benefits through marketplace plans is available.  


Because we are a new company, you will have input in developing the benefits that matter to you, including PTO, sick pay, and insurance. RMH is a family and animal-friendly workplace, valuing the contribution of all team members, and is committed to the wellbeing of everyone.  RMH is a co-op, and this position is eligible for cooperative co-ownership.

Applications close May 15, 2023, and the position tentatively begins June 1, 2023.

Please send cover letter and resume to

Individuals with diverse backgrounds and lived experience are strongly encouraged to apply. 

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