About Our Practice We are a growing outpatient mental health practice specializing in the treatment of depression and anxiety. We provide compassionate, evidence-based treatment through psychiatric medication management, Spravato® (esketamine) treatments, Transcranial Magnetic Stimulation (TMS), and in-person and telehealth services. We are looking for a motivated and highly organized Practice Manager with a minimum of 3+ years of focused experience in the field of behavioral health to help lead our practice into its next stage of growth. This is a key leadership position for someone who enjoys building systems, improving processes, developing people, and creating an exceptional patient experience. The Practice Manager will work closely with practice leadership and our clinical team to ensure the practice operates efficiently, professionally, and with a strong focus on patient care. We are looking for someone who is a leader, problem solver, and self-starter who can take ownership of the day-to-day operations and help build the infrastructure necessary for continued growth. Position Overview The Practice Manager will oversee the administrative and operational functions of the practice and will be responsible for ensuring that the office runs efficiently and consistently.

This individual will lead administrative staff, oversee scheduling and patient flow, coordinate insurance and authorization processes, monitor operational performance, develop procedures, and work closely with clinical leadership to identify and solve operational challenges.

The successful candidate will be comfortable working in a growing organization where systems may need to be created, improved, and continually refined.

This is an administrative leadership position and does not involve making clinical decisions or providing care outside the employee's professional scope of practice. Key ResponsibilitiesPractice Operations Oversee the daily operations of the practice. Ensure that the practice is appropriately staffed and prepared for each business day. Establish, document, and improve operational policies, procedures, and workflows. Identify inefficiencies and develop practical solutions. Create systems that allow the practice to grow without sacrificing quality or patient experience. Coordinate office supplies, equipment, vendors, maintenance, and facility needs. Maintain a professional, organized, welcoming, and patient-centered environment. Serve as the primary operational point of contact for administrative matters. Leadership & Staff Management Supervise and provide leadership to administrative/front-office employees. Participate in recruiting, interviewing, hiring, onboarding, and training. Establish clear expectations, responsibilities, and performance standards. Provide ongoing coaching and feedback. Address performance and attendance issues appropriately. Conduct regular staff meetings. Create training materials and standard operating procedures. Monitor staff productivity and workflow. Promote a positive, respectful, accountable, and collaborative workplace culture. Patient Experience Ensure patients receive a professional, compassionate, and consistent experience. Oversee patient intake, scheduling, registration, check-in, check-out, and administrative communication. Monitor patient concerns and ensure appropriate follow-up. Help resolve non-clinical patient complaints and escalate clinical concerns to the appropriate provider. Monitor cancellations, no-shows, waitlists, and scheduling gaps. Identify opportunities to improve patient retention and satisfaction. Ensure patients receive timely communication regarding appointments, insurance, authorizations, and administrative requirements. Scheduling & Provider Support Oversee provider scheduling for medication management, TMS, Spravato, and telehealth services. Work to maximize appropriate provider availability and schedule utilization. Monitor appointment availability and identify scheduling bottlenecks. Develop efficient workflows for new and established patients. Coordinate administrative needs between providers and office staff. Help ensure providers have the administrative support necessary to focus on patient care. Insurance & Prior Authorizations Oversee insurance verification and benefits processes. Manage or supervise prior authorization workflows for TMS, Spravato, and medications. Track authorizations and renewals to prevent unnecessary interruptions in treatment. Coordinate with insurance companies, specialty pharmacies, patients, and internal staff. Identify insurance-related issues that may delay treatment or create financial problems for the practice. Establish systems for tracking authorization status and follow-up. TMS & Spravato Operations Oversee the administrative workflow supporting TMS and Spravato services. Ensure required authorizations, scheduling, documentation, and administrative requirements are completed. Coordinate administrative workflows between front-office and clinical staff. Help ensure TMS and Spravato treatment schedules operate efficiently. Monitor treatment-related administrative processes and identify opportunities for improvement. Maintain appropriate records, logs, supplies, and operational procedures. Ensure staff follow established practice policies and procedures. Billing & Revenue Cycle Work closely with the internal billing manager. Monitor the administrative components of the revenue cycle. Oversee appropriate collection of copays and patient balances. Help identify billing issues, denials, missing information, and workflow problems. Monitor outstanding issues and ensure appropriate follow-up. Review operational and financial reports with practice leadership. Identify opportunities to improve collections, reduce administrative errors, and minimize revenue leakage. Compliance & Risk Management Help maintain compliance with HIPAA and applicable healthcare requirements. Ensure administrative staff follow practice policies and procedures. Maintain appropriate documentation and records. Develop and maintain written standard operating procedures. Monitor administrative workflows for consistency and compliance. Escalate potential compliance or operational concerns to practice leadership. Technology & Systems Maintain proficiency with the practice's EHR, scheduling, communication, and other administrative systems. Ensure staff are appropriately trained on practice technology. Help implement new systems and technology as the practice grows. Develop tracking systems and reports to monitor operational performance. Identify opportunities to automate or simplify repetitive administrative processes. Growth & Strategic Development A major component of this position will be helping the practice prepare for continued growth.

The Practice Manager will: Develop scalable systems and workflows. Help leadership determine when additional staff are needed. Improve employee onboarding and training. Establish measurable operational goals. Monitor key performance indicators. Identify bottlenecks that could prevent growth. Help prepare the practice for additional providers, services, or locations. Take ownership of operational projects from planning through implementation. Bring solutions and recommendations to leadership rather than simply identifying problems.

Qualifications Required :

3+ years of management experience in a behavioral health environment. Demonstrated experience managing employees. Strong organizational and time-management skills. Excellent verbal and written communication. Strong problem-solving and decision-making abilities. Ability to manage multiple priorities in a fast-paced environment. Strong attention to detail and follow-through. Ability to work independently and take ownership. Professional and compassionate approach to patient interactions. Strong computer and technology skills. Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred:

Experience managing a psychiatry or behavioral health practice. Experience with TMS and/or Spravato. Experience with prior authorizations. Experience with insurance verification. Experience with medical billing and revenue-cycle processes. Experience with an electronic health record. Experience hiring and training staff. Experience developing policies, procedures, and workflows. Experience helping a growing healthcare organization scale. The Ideal Candidate We are looking for someone who: Takes ownership. You don't wait for someone to tell you that something needs to be fixed. Is a problem solver. You identify the problem, develop a solution, and follow through. Is organized. You can manage multiple priorities without losing track of important details. Is a strong communicator. You can communicate effectively with providers, employees, patients, vendors, and leadership. Can lead people. You can set expectations, provide feedback, and hold people accountable while maintaining a positive workplace. Is comfortable with change. We are growing, and our systems will continue to evolve. Thinks ahead. You don't just ask, "How do we handle this today?" You ask, "How can we build this so it works when we're twice as busy?" Understands patient experience. You recognize that every interaction with our office matters. Can balance people and business. You understand that a successful practice must provide excellent patient care while also operating efficiently and responsibly. What Success Looks Like Within the first year, the successful Practice Manager should help the practice: Establish clear and consistent office workflows. Build a strong and accountable administrative team. Reduce scheduling and administrative inefficiencies. Improve communication between administrative and clinical staff. Create reliable systems for insurance and prior authorizations. Improve the patient experience. Establish meaningful operational KPIs and reporting. Reduce the number of day-to-day operational issues that require owner/provider intervention. Create systems that allow the practice to continue growing without creating unnecessary chaos. Equal Opportunity Employer We are an equal opportunity employer committed to providing a professional, respectful, and inclusive workplace.

Pay:

$30.00 - $35.00 per hour Expected hours: 40.0 per week

Benefits:

401(k) matching Dental insurance Health insurance Vision insurance

Experience:

Behavioral health

MANAGEMENT

3 years (Required)

Work Location:

In person