We recognize the health disparities of people of color, people from working class backgrounds, women and LGBTQ people. We believe that the experiences of these communities must be valued in the work we do. Hence, we strongly encourage applications from people with these identities or who are members of other marginalized communities.  For immediate consideration, please submit a resume and cover letter with our application form.

Portland Mental Health & Wellness is a thriving private practice and training practice with three locations in SE and SW Portland. We are a collaboration of psychologists, psychiatric prescribers, counselors, marriage and family therapists and our trainees. We emphasize relationship first and foremost and diagnosis and treatment from within that relationship.

We strongly emphasize trauma informed care, cultural competency, establishing comfort and safety for patients, and coordination of care with primary care doctors, specialists, pediatricians, schools, and other mental health clinicians.

Intensive Outpatient Programs Administrator

Location: All (Portland, OR)
Supervisor: Practice Manager and Director of Intensive Outpatient Programs
Employee Classification: Non-Exempt (Hourly), Full-Time
Hours: Full-Time, 40 hours per week
Compensation: $26.25-$28.75/hour

Primary Function:

The Intensive Outpatient Programs Administrator is responsible for the administrative coordination of the Intensive Outpatient Programs (IOP) department, including communication among prospective and enrolled patients, IOP clinical staff, and PMHW staff in general. They process and respond to incoming patient inquiries, ensure new patient forms are completed, and assist in scheduling of appointments for IOP patients.

Essential Functions:

  • Respond to all incoming inquiries for IOP program, respond to new patient inquiries submitted online, via telephone calls, and from PMHW providers within 2 business days (whenever possible)
  • Complete primary screen for prospective patients, collect insurance information, complete insurance benefit check, assign the patient an account number and schedule an appointment in accordance with clinician and/or program guidelines
  • Update patient demographics as needed
  • Manage the IOP patient waiting list as needed
  • Manage and update IOP Administrator Playbill (Trainual)
  • Cancel/reschedule appointments as needed; notify appropriate clinic personnel. 
  • Maintain documentation in EHR of all correspondence with patients
  • Obtain initial and renewal authorizations for IOP services for every patient enrolled in the program in a timely manner so as to not interrupt care.
  • Provide referrals if patients are not appropriate for IOP services at PMHW
  • Obtain and communicate messages in an accurate and timely manner
  • Responding to and facilitating requests from patients regarding medication issues.
  • Process incoming and outgoing faxes including records requests, release of information forms, and care coordination letters
  • Attend administrative and clinical team meetings as needed
  • Collaborate with Director of IOP and IOP Program Manager on policy and procedure adjustments and implementation

Performance Requirements: 


  • Knowledge of or willingness to learn the practice’s policies and procedures. 
  • Knowledge of or willingness to learn industry-specific terminology and insurance practices. 
  • Knowledge of grammar, spelling, and punctuation, for effective and appropriate communication.
  • Knowledge of web-based computer programs and applications in an Apple/Mac environment
  • Demonstrate a strong understanding of HIPAA policies and regulations
  • Demonstrate a solid understanding of confidentiality


  • Situational critical thinking
  • Use office equipment, and handle and file paperwork adequately.
  • Handle and file paperwork properly
  • Handle incoming phone calls and electronic communication, responding professionally and/or resourcing appropriately 
  • Communicate effectively, both verbally and in writing. 
  • Gather, interpret, and report insurance information. 
  • Navigate patient privacy with critical thinking and follow through.


  • Demonstrate empathy & compassion: Employees see people during moments of trauma or crisis, where they and their family are vulnerable or in pain
  • Demonstrate patience: Being patient with people who may have trouble communicating or understanding what is happening is important
  • Ability to work effectively as a team member, and to communicate clearly, compassionately, and respectfully, with all staff, including mental health professionals, administrative staff, and all leadership
  • Ability to interpret and understand insurance benefits
  • Ability to flexibly respond to changing demands within the work environment
  • Ability to organize and prioritize tasks, time, and responsibilities effectively, and work independently with minimal supervision
  • Ability to establish and maintain effective working relationships with the entire PMHW team, vendors, and the public
  • Ability to function proficiently in a web-based computer environment

Minimum Qualifications:

  • 1-2 years of administrative experience in a healthcare setting, including communicating with and scheduling patients
  • Familiarity with general insurance and billing practices is preferred
  • Demonstrate competence and humility in terms of race, ethnicity, gender, sexual orientation, religion, class, ability et al
  • Demonstrate commitment to the preservation of a workplace that embraces diversity
  • Demonstrate commitment to confidentiality of patient and employee information
  • Communicate professionally and effectively with patients and clinicians, always providing stellar customer service
  • Answer phone systems with excellent etiquette – a warm/friendly tone, articulate, and providing understandable responses to questions or concerns
  • Demonstrate a strong understanding of HIPAA policies and regulations
  • Demonstrate a strong attention to detail and organization
  • Demonstrate patience: being patient with people who may have trouble communicating or understanding what is happening is imperative for this position
  • Follow policies and procedures to contribute to the administrative efficiency of the practice, taking the initiative to suggest and develop those that may be needed
  • Demonstrate strong computer skills including web-based systems
  • Ability to work with Mac OS & Google Workspace

Equipment Operated: Standard office equipment, including computers, copiers, printers, telephones, etc. 

Work Environment: When working from a PMHW office, the position is in a well-lit office environment. Varied activities including sitting, standing, walking, reaching, bending, and lifting. 

Mental and Physical Requirements: Involves sitting approximately 90 percent of the day, walking or standing the remainder. Ability to tolerate mental and emotional distress as an anticipated aspect of the position. May require working under stressful conditions. 

Portland Mental Health & Wellness offers a competitive benefits package for full-time employees that includes:

  • Paid Time Off (80 hours per year, to start)
  • Paid Health Leave (40 hours per year)
  • Paid Floating Holiday Hours (80 hours per year)
  • Medical and Vision Insurance – Kaiser (choice of three plans) – Covered at 70%
  • Dental Insurance – Principal – Covered at 70%
  • Employer Paid Life and AD&D Insurance – Principal
  • Voluntary Additional Life and AD&D Insurance – Principal  
  • Voluntary Short Term Disability Insurance – Principal 
  • Voluntary Critical Illness Insurance – Principal 
  • Voluntary Accident Insurance – Principal 
  • Flexible Spending Account, Health Care – Ameriflex
  • Flexible Spending Account, Dependent Care – Ameriflex 
  • Commuter Benefits – Choice of One Below:
    • Monthly TriMet Transportation Pass – Covered at 100%
    • Parking Reimbursement – Up to $100 per month
  • 401K Retirement Plan – Up to 4% Company Match Once Eligible
  • Quarterly Profit-Sharing Incentive
  • Annual Administrative Continuing Education Allowance
  • Discounted Enrollment with Student Loan Tutor
  • 20% Discount on Vitamins & Supplements Through Fullscript
  • Discounted Monthly Membership with Müv Fitness
  • Limited Access to Columbia Sportswear Employee Store
  • 15% discount at VioletSuitesPDX
  • OnPoint Community Credit Union Group Banking Benefits

This description is intended to provide only the basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as the practice’s needs evolve. Regular and predictable attendance is an essential function of every job.

The requirements described above are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. By signing below, you acknowledge that you are able to perform the Essential Functions of this job, with or without accommodation. If an accommodation is needed, you acknowledge that you have an opportunity to discuss this with Human Resources.

Portland Mental Health is an equal opportunity employer. We support and encourage diversity.