Assistant Office Manager

ABOUT US

Above and Beyond Mental Health Services is a community-centered behavioral health practice founded by Edna Clerveau Gwynn, LPC, and headquartered in Danville, Virginia. We are proud to be expanding our mission of compassionate, accessible care with the opening of our new Salem, VA location, offering ASAM Level 2.5 PHP and Level 2.1 IOP services for adults. Our programs serve individuals navigating addiction, co-occurring mental health disorders, trauma, and PTSD in a structured, supportive clinical environment.

POSITION OVERVIEW

We are seeking a dependable, detail-oriented Assistant Office Manager to serve as the operational backbone of our Salem clinic. This role blends front office administration, client intake support, insurance coordination, and daily transportation of clients to and from the program. The right person takes pride in creating a welcoming, well-organized environment and understands the pace and sensitivity of a behavioral health setting.

IDEAL CANDIDATE — PREFERRED PROFILE

We are especially interested in candidates with a background in behavioral health or substance use counseling — such as a CAC (Certified Addictions Counselor), CSAC, QMHP, or similar — who are ready to step back from a clinical caseload and take on an administrative and operational role. A candidate who understands how behavioral health programs operate from the inside brings immediate value to this position and to our clients. Active licensure or certification is a plus but not required. Strong administrative candidates from non-clinical backgrounds are equally encouraged to apply.

KEY RESPONSIBILITIES

Client Intake & Scheduling

• Coordinate client intake scheduling in collaboration with clinical staff, ensuring timely admission to PHP and IOP services
• Manage daily appointment scheduling for group sessions, individual therapy, and psychiatric appointments
• Communicate with clients and families regarding scheduling, program logistics, and office policies
• Maintain accurate client records in Lauris Online EHR in compliance with HIPAA and 42 CFR Part 2

Insurance, Billing & Authorization

• Verify client insurance eligibility and benefits prior to admission, with a focus on Medicaid and behavioral health coverage
• Coordinate prior authorizations and support utilization review documentation for PHP and IOP levels of care

Office Operations & Compliance

• Manage front desk operations including reception, multi-line phone management, and maintaining a welcoming environment
• Ensure the office remains compliant with HIPAA, DBHDS licensing regulations, and Virginia behavioral health standards
• Maintain organized clinical and administrative records including personnel files, compliance documentation, and client charts
• Manage office supply inventory and coordinate with vendors for procurement and maintenance needs

Client Transportation

• Transport clients to and from the program in a program vehicle on an assigned daily route
• Maintain a valid Virginia driver’s license and clean driving record; follow all program and state transportation safety protocols
• Communicate with the transportation supervisor regarding scheduling, client attendance, and any transportation issues
• Ensure the vehicle is clean, fueled, and maintained; complete daily vehicle log as required

Coordination & Communication

• Serve as the primary administrative liaison between the Salem location and Danville headquarters
• Support clinical leadership with scheduling, correspondence, and administrative tasks as needed
• Coordinate referral source communications and maintain relationships with community partners and payers
• Assist with onboarding logistics for new staff at the Salem location

QUALIFICATIONS

Required

• 2+ years of experience in an administrative, office management, or healthcare setting
• Valid Virginia driver’s license with a clean driving record
• Knowledge of HIPAA compliance and healthcare privacy standards
• Strong organizational skills with the ability to manage competing priorities in a fast-paced environment
• Excellent interpersonal and communication skills with a compassionate, client-centered approach
• Proficiency in Microsoft Office Suite; ability to learn EHR and scheduling software quickly

Preferred

• Background in behavioral health or substance use counseling — CAC, CSAC, QMHP, LPC, LCSW, or similar credentials (active or inactive)
• Clinical experience in a PHP, IOP, or outpatient behavioral health program
• Familiarity with insurance verification, prior authorization, and behavioral health billing
• Experience with Lauris Online or comparable EHR system
• Knowledge of DBHDS licensing requirements or Virginia behavioral health regulations
• Experience with QuickBooks or comparable accounting/billing software