Job Title: Practice Manager
Location: In Office
Hours: Full-time preferred
Reports To: Executive Clinical Director & Executive Business Director

Position Summary:

We are seeking a highly organized, detail-oriented, and proactive individual to join our team as the Office Manager & Clinical Operations Coordinator. This dynamic role serves as the central point of coordination for both the business and clinical functions of our psychology practice. The ideal candidate is a systems thinker, excellent communicator, and able to manage a wide range of responsibilities that support client care, clinician efficiency, and overall practice operations.

Key Responsibilities:

Practice Operations & Communication

• Manage daily billing audits to ensure accurate clinician submissions
• Assist with procurement tracking and non-assessment purchases
• Prepare and send weekly staff updates (events, reminders, procedural changes)
• Maintain shared inboxes and direct messages to the appropriate team members

Meeting Coordination & Documentation

• Attend and take detailed notes for:
• Weekly business consults (Tuesdays at 12pm)
• Weekly clinical consults (Fridays at 11am)
• Quarterly all staff meetings and in-person vendor/networking meetings
• Support scheduling of meetings, committees, and group events (e.g., Doodle polls, calendar cross-referencing)

Clinician Support & Training

• Provide support with tech, billing, scheduling, and procedural questions
• Manage onboarding of new clinicians including orientation, training materials, and tech setup
• Assist with leave coverage (e.g., maternity leave) and client coordination during absences
• Support Program Directors and participate in program development meetings
• Support Clinical Director in client communications and scheduling
• Coordinate with tech teams on software tools and internal system improvements
• Track and support internal financial processes, including business reporting
• Serve as back-up for administrative and psychometric support as needed
• Manage administrative staff

Additional Roles (May Be Performed by Other Team Members):

Client Intake & Coordination

• Respond to inquiries via email, phone, and web forms, and manage intake records
• Conduct 15-minute phone consultations to screen potential clients and share options
• Assign clients to clinicians and coordinate scheduling and communication
• Maintain follow-up workflows for unresponsive inquirers or pending consultations

Billing & Credentialing:

• Medicaid and contracted insurance billing, compliance checks, and corrections
• Monthly payroll processing and entry into ADP/Gusto
• Provider credentialing coordination
• Website management, including bios, specialties, and blog/article publishing
• Referral tracking and coordination of networking efforts

Assessment Coordination (generally performed by the psychometrist):

• Conduct scoring and reporting for psychological assessments
• Maintain and reorder assessment materials and inventories
• Assist with research or back-up administrative tasks as needed

Qualifications:

• Bachelor’s Degree in Human Resources, Public or Health Administration, Management, Communication, Psychology, Sociology, Social Work, or other Mental Health Degree
• Certifications in Certified Administrative Professional (CAP) or Project Management Professional (PMP)
• Strong administrative or operations experience; healthcare or mental health setting preferred, minimum 5 years experience
• Excellent organizational and written communication skills
• Comfort with client-facing communication, both via phone and email
• Proficiency in scheduling, task-tracking systems, and collaborative tools (e.g., Google Workspace, FileMaker, ADP/Gusto)
• Ability to take initiative, manage multiple priorities, and work both independently and collaboratively
• Experience with onboarding, training, or supporting staff is a plus

Compensation & Benefits:

• $65,000–$75,000 annually, depending on experience
• Full-time, open to hybrid schedule
• Benefits include health, 401(k) match, PTO, and professional development stipend
• Warm, collaborative team culture with opportunities to grow

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Health insurance
• Paid time off

Work Location: In person