Mental Health Practice Manager

Mental Health Practice Manager Ability Plus Mental Health LLC Tallahassee, FL Job Details Full-time $25 - $27 an hour 9 hours ago Qualifications Google Workspace Patient scheduling systems HIPAA Health information regulatory compliance Productivity software Clinical confidentiality policies

Google Calendar Full Job Description Description:

Ability Plus Mental Health Clinic is seeking an experienced, highly organized Office Manager to lead daily operations and support our growing mental health practice. This role is perfect for someone who thrives in a fast-paced clinic environment, communicates clearly, and enjoys improving systems and supporting a team. The Practice Manager is responsible for overseeing the daily administrative operations of outpatient mental health patients to ensure efficiency, organization, compliance, and excellent patient support. This role serves as a central point of communication between clinicians, administrative staff, clients, and leadership while helping maintain a professional, supportive, and confidential environment. Responsibilities Administrative Operations Oversee day-to-day office operations for the practice Maintain office organization, workflow efficiency, and scheduling coordination Ensure front office coverage and support administrative staff as needed Assist with onboarding and training of new employees and clinicians Scheduling & Client Support Oversee clinician schedules and appointment coordination Support front desk operations including client check-in/check-out procedures Assist with handling client concerns, scheduling conflicts, and office communication Ensure accurate and timely documentation within Athena as the main EHR system Maintain HIPAA compliance and confidentiality standard Staff Support Assist leadership with recruiting, onboarding, and employee communication Help monitor attendance, call-outs, PTO requests, and office coverage needs Support implementation of office policies and employee procedures Foster a positive and professional team environment Assist with insurance verification, billing coordination, and payment tracking as needed Communicate with billing departments or external vendors when necessary Coordinate office meetings, trainings, and operational updates Other Provides services to individuals and coordination/support to psychiatrists, PA and APRNs. Initiates and completes all relevant documentation within organizational time frames. Performs duties in a prioritized, organized, and orderly manner to maximize clinic efficiency and productivity. Collaborates with team members and other staff to ensure a complete, appropriate and positive experience for all clients. Follow instructions and complete job duties as assigned by providers and management staff. Provide appropriate and timely documentation. Will assist the physician and nurse with direct client care as well as tasks such as filing, chart documentation, faxes, prescription medical programs and telephone follow-up as assigned. Maintain, copy and file patient records and other information as needed. Monitor voicemails throughout the day, return the calls and effectively resolve the reason for call within 24 hours of the call. Proper documentation for each call and subsequent interaction. Triage patient phone calls, both incoming and on voice mail. Document the interaction within 24 hours. Review Athena messages and respective inbox and messages. Respond and document accordingly. Discuss patient concerns with respective provider within 24 hours of incoming call, email, voicemail or message. Document appropriately within same time frame. Provide information for afterhours call line and information to call if patient has a question. Document this interaction in patient chart.

Requirements:

Previous mental health office management or administrative experience is required Experience in a healthcare, behavioral health, or mental health private practice setting is required Knowledge of HIPAA and patient confidentiality standards Experience using Athena or electronic health record systems is required Strong organizational, communication, and multitasking skills Ability to handle sensitive situations professionally and confidentially Proficient in Microsoft Office, Google Workspace, and scheduling systems