Benefits:
- 401(k)
- Health insurance
- Paid time off
- 401(k) matching
Practice Manager – Boutique Private Psychiatry Practice (West Los Angeles, Hybrid)
We are a growing boutique private psychiatry practice in West LA seeking a Practice Manager who thrives in a fast-paced, detail-oriented, and deeply human environment. This is a unique opportunity to work closely with a physician in a highly personalized practice that puts the patient experience at the forefront and to become a key partner in building and scaling operations over time. This role combines clinical operations, administrative support, and patient coordination, with occasional personal assistant tasks.
The ideal candidate is exceptionally organized, proactive, detail-oriented, invested in long-term growth, and interested in helping grow a modern private psychiatric practice.
About the Role
You will serve as the operational backbone of the practice—ensuring that both clinical and administrative systems run seamlessly. You will also act as a strategic partner to help scale the business while maintaining a high-touch patient experience and participating in strategic planning and decision-making processes.
This position is for a 30-40-hour work week, primarily remote to start, transitioning to a hybrid role (~80% in-person in West LA) by the fall. Some evening hours may be required once in person, but specific hours/days can be negotiated.
Key Responsibilities
Practice & Patient Operations
- Manage a high-volume, complex calendar with precision
- Serve as the first point of contact for new patient inquiries (screening, scheduling, onboarding)
- Respond to patient phone calls and portal messages with professionalism and discretion
- Monitor and analyze key performance indicators, such as patient satisfaction, and take actions to
- Coordinate and track insurance prior authorizations
- Prepare and submit insurance appeal letters and documentation
- Generate superbills and coordinate billing questions
- Communicate with pharmacies and coordinate prescriptions/logistics
Administrative & Organizational Business Support
- Maintain organized systems for patient intake and documentation
- Identify inefficiencies and implement systems to improve patient, billing, and operational workflows,
- Manage website updates and oversee advertising/marketing efforts
- Track referrals and explore new pathways for referrals
- Assist with scaling operations as the practice grows
- Develop and implement policies and procedures to ensure efficient and effective functioning of the
- Monitor practice analytics and track seasonal trends
Executive Support (Light but Important)
- Assist with scheduling travel and other personal logistics
- Obtain quotes for home or office maintenance or service as needed
- Occasionally coordinate or be present for technicians or deliveries at the physician’s home (rare)
- Handle ad hoc tasks that improve overall efficiency
Qualifications
- Minimum of 2 years of experience in a manager or supervisory role in healthcare management
- Experience working in or closely with healthcare practices preferred
- Familiarity with medical billing systems and basic medical terminology preferred
- Superior patient service skills to handle escalated issues.
- Ability to supervise, train, motivate, and evaluate new staff.
- Strong communication skills in order to effectively handle conflicting views or issues.
- Ability to prioritize and manage multiple competing urgent responsibilities independently
· Prior experience supporting a physician, attorney, or executive strongly preferred
Who You Are
- Exceptionally organized with strong attention to detail
- Proactive self-starter and able to anticipate needs independently
- Calm, professional, and highly reliable
- Comfortable working with potentially high-acuity patients in a mental health setting with a high
- Comfortable asserting informed opinions about operations workflows in a respectful manner, even
- Ability to enforce boundaries to protect the physician’s time
- Tech-savvy and quick to learn new systems
- Interested in long-term growth and increasing responsibility over time
- Driven to deliver high-quality patient care.
This role is NOT a fit if you are:
- Looking for a short-term or transitional role
- Managing multiple jobs and unable to prioritize this role
- Needing constant direction or supervision
Compensation & Growth
- Base Salary of $52,700-$72,000/year
- Performance-based compensation growth tied to both individual performance and practice
- Paid time off (PTO) and professional development opportunities
- Benefits package includes healthcare and 401(k) with employer match
- Opportunity to grow into a senior operations role as the practice expands
How to Apply
Please submit:
1. Your resume
2. Cover letter with a brief statement (1-2 paragraphs) on why this role is a long-term fit for you
3. An example of a system or process you improved in a prior role
Flexible work from home options available.
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