Office Manager - Outpatient

Overview

Outpatient Opioid Treatment Program (OTP)

Seeking: Office Manager 

Full Time Hours: Monday - Friday, 5:30 AM - 2:00 PM

Our Benefits: 

• Semi-Annual Bonus Program
• Medical, Dental, and Vision insurance
• Competitive 401(k) plan
• Paid vacation and sick time
• Paid Parking
• Early morning hours offering a great work/life balance
• Opportunity for growth that is second to none in the industry

Our Team:

Downtown Portland Comprehensive Treatment Center (CTC), located in Portland, Oregon, is part of Acadia Healthcare's Comprehensive Treatment Centers, the leading provider of medication-assisted treatment in the nation. Our mission is to provide full-circle care that includes a blend of therapies and the use of safe and effective medications. Our team is the front line of our fight against the opiate epidemic.

Your Job as an Office Manager:

The Office Manager will directly supervise and coordinate the activities of the office and/or administrative support workers. The Office Manage will manage and coordinate administrative programs and office activities under the direction of the Clinic Director.  

Job Responsibilities:

• Administrative supervision, leadership, guidance, and feedback to administrative staff in order to facilitate smooth operations of the clinic while maintaining appropriate coverage, scheduling and training;
• Establishes, maintains, and retrieves general files for clinic leadership;
• Manages and coordinates administrative programs and office activities;
• Develops procedures and policies for office activities and training;
• May work with Clinic Director to plan community outreach events;
• May attend staff meeting, take notes and prepare minutes, as required by clinic leadership;
• Prepares and distributes correspondence, interoffice memorandums, contracts, forms, and reports;
• May submit purchase orders as required;
• May assist in monitoring clinical staff credentialing process, including collection of documentation, verification of credentials, and licenses, as directed;
• May share responsibility for completing insurance information on vehicle accidents and abuse allegations and injuries of patients; and,
• Perform other duties as assigned.

Qualifications

Required Education:

• High school diploma or GED equivalent required
• Bachelor’s degree in Healthcare Administration or related field preferred

Required Experience:

• 2+ years of secretarial or administrative experience in a healthcare setting

• 1+ year of supervisory experience overseeing administrative or billing staff

• Experience with medical billing and coding, especially related to substance use treatment and MAT (medication-assisted treatment) services

• Familiarity with Medicaid, Medicare, and private insurance billing regulations

• Experience using electronic health records (EHR) and billing software systems

• Experience supporting audits and ensuring billing compliance

Regulatory Knowledge:

• Understanding of HIPAA and 42 CFR Part 2 confidentiality requirements
• Ability to ensure compliance with payer requirements and healthcare regulations

Administrative Skills:

• Strong knowledge of administrative processes such as file maintenance, patient records management, and office workflow coordination

• Proficiency in Microsoft Office (Excel, Word, Outlook) and general computer systems

• Ability to analyze billing and operational reports to identify trends or discrepancies

• Basic knowledge of HR-related functions (e.g., scheduling, onboarding, timekeeping, performance feedback)

Leadership & Interpersonal Skills:

• Able to communicate effectively, both verbally and in writing

• Strong leadership, training, and staff development abilities

• Excellent organizational skills, time management, and attention to detail

• Demonstrated problem-solving and conflict resolution skills

• Team-oriented mindset with a focus on supporting clinical staff and ensuring smooth day-to-day operations

• Maintains discretion and professionalism when handling confidential information

• Ability to adapt to changes in healthcare regulations and operational priorities

We are committed to providing equal employment opportunities to all applicants for employment regardless of an individual’s characteristics protected by applicable state, federal, and local laws.

AHCTC

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