The Genesis Office Manager- Baton Rouge

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.