The Genesis Office Manager- Baton Rouge

Job description

Genesis Office Manager/Medical Assistant
Location: Baton Rouge, Louisiana
Program: Intensive Outpatient Program (IOP)
About the Role
Genesis is seeking a highly organized and detail-oriented Office Manager/Medical Assistant to oversee the daily administrative operations of our Intensive Outpatient Program in Baton Rouge. This position combines office-management responsibilities with hands-on medical assistant duties and requires a candidate who is comfortable supporting both the administrative and clinical needs of a behavioral healthcare environment.
The Office Manager/Medical Assistant will help ensure the efficient operation of the office, support patients and clinical team members, coordinate insurance-related processes, maintain accurate and confidential records, and provide administrative support to leadership. The ideal candidate demonstrates professionalism, sound judgment, attention to detail, and a strong commitment to patient care and confidentiality.
Minimum Qualifications
• Bachelor’s degree in Business Administration, Healthcare Administration, or a related field.
• Medical Assistant certification or credential, such as CMA, RMA, CCMA, or an equivalent recognized credential required.
• At least three years of experience in office management, healthcare administration, or administrative support.
• At least one year of experience working with protected health information (PHI).
• Knowledge of HIPAA requirements and patient-confidentiality standards.
• Excellent organizational, time-management, and problem-solving skills.
• Strong written and verbal communication skills.
• Strong interpersonal and customer-service skills.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel.
• Ability to manage competing priorities in a fast-paced healthcare setting.

Preferred Qualifications
• Previous experience in behavioral health, mental health, or an intensive outpatient program.
• Previous experience supervising or coordinating the work of other employees.
• Experience with electronic medical record systems.
• Knowledge of medical billing, insurance verification, pre-certification, prior authorization, and utilization-review processes.
• Familiarity with project-management tools and software.

Responsibilities
Office Management and Administrative Support
• Manage the day-to-day administrative operations of the Genesis Baton Rouge office.
• Coordinate office scheduling, correspondence, recordkeeping, and general administrative activities.
• Provide administrative support to leadership, including scheduling meetings, preparing reports, maintaining documents, and completing other assigned tasks.
• Serve as a professional point of contact for patients, families, team members, vendors, and other internal and external stakeholders.
• Maintain organized, accurate, and confidential patient and business records.
• Oversee office equipment and supplies and ensure that necessary items are available and in proper working condition.
• Track office expenses and assist with budget monitoring and reporting.
• Support the onboarding and orientation of new office employees, as assigned.
• Identify workflow concerns and help implement improvements that support efficient office operations.
• Perform additional duties as assigned based on the needs of the program.

Medical Assistant and Patient Support
• Perform medical assistant duties within the individual’s training, certification, demonstrated competency, and applicable scope of practice.
• Welcome patients, assist with check-in and intake processes, and prepare patients for appointments.
• Obtain and document vital signs, medical histories, medication information, and other required patient information.
• Update patient information accurately in the electronic medical record.
• Assist providers and clinical team members with patient care and clinical workflows.
• Prepare examination or treatment areas and ensure that necessary supplies are available.
• Communicate provider instructions and coordinate follow-up appointments, referrals, or testing as directed.
• Assist with medication reconciliation and prescription-related communications under the direction of an authorized provider.
• Collect or process specimens and perform approved clinical procedures when properly trained, authorized, and permitted.
• Follow infection-control, safety, and clinical documentation standards.
• Promptly escalate clinical concerns or changes in a patient’s condition to the appropriate licensed clinical team member.

Insurance and Revenue-Cycle Support
• Verify patient insurance eligibility and benefits, as appropriate.
• Obtain pre-certifications and prior authorizations from insurance companies when required.
• Communicate with patients, providers, and insurance representatives to resolve coverage or authorization concerns.
• Maintain accurate documentation of insurance verification and authorization activities.
• Assist with medical billing, utilization-review, and related administrative processes, as assigned.

Compliance and Confidentiality
• Protect patient confidentiality and handle all PHI in accordance with HIPAA, company policy, and applicable laws and regulations.
• Ensure office practices comply with company policies and procedures, including requirements related to safety, documentation, data protection, and confidentiality.
• Maintain required medical assistant credentials and complete assigned compliance and safety training.
• Report potential compliance, privacy, safety, or patient-care concerns through the appropriate channels.

Skills and Competencies
The successful candidate will demonstrate:
• The ability to balance administrative leadership with hands-on patient support.
• Exceptional organization and attention to detail.
• Professional and compassionate communication with patients and families.
• Discretion when handling sensitive patient and business information.
• The ability to work collaboratively with providers, clinicians, leadership, and administrative team members.
• Initiative, dependability, sound judgment, and accountability.
• The ability to prioritize responsibilities and adapt to changing program needs.
• A commitment to providing a professional, welcoming, and patient-centered environment.