Practice Manager – Operations Specialist

Role Overview

• Manage both the professional operations of the clinic and high-priority administrative tasks
• Handle calls with a professional, empathetic tone
• Collect co-pays/deductibles at the time of service
• Coordinate with the biller to resolve underpaid claims and communicate with clients regarding denials
• Act as the first point of contact for billing concerns, resolving them with emotional intelligence and clarity
• Utilize QuickBooks and Google Spreadsheets to track daily office expenses, tax-related documents, and bank statements
• Implement systems to put recurring bills on autopay and streamline office workflows
• Maintain a meticulously color-coded and organized digital/physical filing system
• Monitor and respond to emails at least 3x daily, ensuring a "don't worry, I'll take care of this" level of service
• Responsible for seeing tasks through to 100% completion without being reminded

Requirements

• Minimum 3–5 years in a Medical Mental Health Office Management or High-Level Executive Assistant role
• Previous Mental Health experience is highly preferred
• Advanced knowledge of QuickBooks, Google Workspace (Sheets/Docs), and Mental Health EHR software
• Familiarity with CPT codes (Mental Health and Cardiology) is a significant plus
• Must be highly accessible and prompt in returning calls/messages
• Must possess an optimistic "can-do" mentality, high emotional intelligence, and the ability to multitask in a fast-paced environment without losing your cool.

Benefits

• HMO Day 1 + FREE dependent coverage
• De minimis and allowances
• Attendance bonus
• Paid time offs
• Company-provided work setup (laptop, monitor, accessories)
• Training, career growth, and global exposure
• A collaborative and supportive team culture