About Center Psychotherapy
Center Psychotherapy is a growing group practice focused on trauma healing and recovery for clients of all ages. We are committed to providing high-quality, client-centered treatment that recognizes each client’s individual needs, strengths, and preferences.
We are also a mission-driven practice committed to justice, equity, inclusion, and the continued growth and development of our team.
About the Position
The Practice Manager is responsible for overseeing the day-to-day administrative and business operations of Center Psychotherapy. This position serves as a strategic partner to the Practice Owner and helps ensure the practice operates efficiently, consistently, and in compliance with applicable requirements.
The Practice Manager will provide general operational guidance and recommendations to the Practice Owner, identify gaps or concerns within current systems, evaluate possible solutions, and help implement improvements. This position will also participate in interviewing, onboarding, employee performance management, and other personnel-related matters in partnership with the Practice Owner and HR Consultant.
The position includes oversight and hands-on support of the client intake process. The Practice Manager must be comfortable balancing practice-level responsibilities with client communication, clinician coordination, and administrative follow-through.
This role requires discretion, independent judgment, strong organizational skills, and the ability to make appropriate decisions regarding significant practice operations. The selected candidate must maintain confidentiality and comply with HIPAA requirements and best practices.
Key Responsibilities
Practice Operations and Strategy:
- Oversee the practice’s daily administrative and business operations.
- Serve as a primary operational resource and strategic partner to the Practice Owner.
- Identify inefficiencies, operational gaps, and areas of risk within current systems.
- Evaluate potential solutions, make recommendations, and implement approved operational improvements.
- Develop, update, and maintain procedures, tracking systems, internal resources, and administrative workflows.
- Help establish operational priorities and ensure projects and action items are completed.
- Prepare reports and provide the Practice Owner with meaningful information regarding practice operations, intake activity, staffing, productivity, and areas requiring attention.
- Attend regular meetings with the Practice Owner and provide updates, recommendations, and proposed next steps.
Employee Relations and HR Collaboration:
- Participate in interviewing and provide recommendations regarding candidates.
- Coordinate and support employee and intern onboarding, including credentialing, EHR access, required training, and internal orientation.
- Partner with the Practice Owner and HR Consultant regarding employee concerns, evaluations, coaching, performance improvement plans, and other performance-management matters.
- Provide general guidance to employees regarding practice procedures, expectations, and administrative processes.
- Monitor employee time-off and sick-leave requests.
- Maintain appropriate confidentiality when handling employee information.
- Review employee, clinician, and intern manuals and recommend necessary updates.
- Assist in ensuring required employment policies and procedures remain current.
- Run or coordinate biweekly payroll and address payroll-related administrative issues.
- Collaborate with the insurance broker regarding employee medical and dental benefits.
Client Intake and Clinician Coordination:
- Oversee and manage new intake requests received through the practice website, Psychology Today, telephone calls, email, and other referral channels.
- Ensure prospective clients receive compassionate and timely communication.
- Gather information regarding prospective clients’ needs, preferences, availability, insurance, and other relevant considerations.
- Match prospective clients with appropriate therapists based on client needs, clinician specialties, availability, preferences, and insurance participation.
- Schedule initial consultations and follow up with clients and clinicians to ensure the intake process continues moving forward.
- Maintain current knowledge of clinician availability, specialties, preferred client populations, and insurance paneling.
- Support client transfers when a clinician takes an extended leave or exits the practice.
- Address intake concerns and determine when an issue should be escalated to the Practice Owner or an appropriate clinician.
Insurance, Billing, and Financial Support:
- Coordinate with the practice’s billing team to verify insurance coverage and benefits for prospective clients.
- Clearly and compassionately communicate insurance information, billing procedures, and financial expectations to clients.
- Assist with communications regarding past-due balances and accounts referred for collection.
- Monitor changes involving insurance plans and communicate relevant information to clients, clinicians, and practice leadership.
- Respond to insurance audits and coordinate the submission of required records.
- Assist the Practice Owner with quarterly and annual budget planning.
Documentation and Reporting:
- Ensure client information is accurately entered into the electronic health record system.
- Send intake paperwork and follow up to ensure required documents are completed before the first appointment.
- Maintain accurate records of intake requests, client assignments, consultations, paperwork, credentialing, clinician availability, audits, and records requests.
- Track intake volume, conversion activity, assignments, response times, and other relevant metrics.
- Run weekly clinician productivity reports.
- Evaluate operational and intake data and recommend process improvements based on identified trends.
HIPAA and Compliance:
- Serve as a practice resource regarding HIPAA compliance and confidentiality requirements.
- Help ensure systems and technology platforms used to store or transmit client information meet applicable HIPAA requirements.
- Coordinate annual HIPAA recertification and other required compliance training for employees.
- Maintain confidentiality of client, employee, financial, and business information.
- Complete required HIPAA training and certification following hire.
Recruitment and Practice Development:
- Coordinate intern recruitment cycles and assist with employee recruitment.
- Develop and maintain relationships with healthcare providers, community organizations, and other referral partners.
- Maintain internal referral and resource guides for clinicians.
- Coordinate updates to the practice’s website, staff pages, resource pages, and other administrative content.
- Collaborate with administrative and clinical leadership on staff trainings, site visits, team gatherings, and practice-development initiatives.
Administrative and Office Coordination:
- Maintain practice calendars, room reservation systems, and other scheduling platforms.
- Serve as a contact for landlords or building management regarding routine maintenance and office-related needs.
- Coordinate office organization, room-use processes, and equipment or resource sign-outs as needed.
- Provide administrative coverage and assistance in other areas when necessary to support practice operations.
Required Qualifications:
- Previous experience managing business, healthcare, mental health, or professional practice operations.
- Experience providing operational guidance, identifying problems, evaluating possible solutions, and implementing improvements.
- Experience participating in employee interviewing, onboarding, coaching, or performance-management processes.
- Strong organizational, project-management, and multitasking skills.
- Excellent written, verbal, and interpersonal communication skills.
- Ability to communicate with clients in a compassionate, professional, and culturally responsive manner.
- Ability to exercise discretion and independent judgment regarding significant operational and personnel matters.
- Ability to manage confidential client, employee, and business information.
- Ability to work independently while remaining collaborative, responsive, and accountable.
- Ability to consistently work Monday through Friday from 8:00 a.m. to 5:00 p.m. Eastern Time, regardless of the employee’s local time zone.
- Reliable internet access and an appropriate private remote workspace.
Preferred Qualifications:
- Experience working in a mental health, behavioral health, medical, or other healthcare practice.
- Experience with client intake, clinician scheduling, or client-provider matching.
- Familiarity with HIPAA requirements and healthcare confidentiality practices.
- Experience using electronic health record systems.
- Experience with payroll, employee benefits, insurance verification, billing, or provider credentialing.
- Proficiency with Google Workspace, particularly Google Sheets.
- Familiarity with mental health terminology and treatment approaches.
- Bachelor’s degree in business administration, healthcare administration, psychology, social work, human resources, or a related field.
What We Offer:
- Annual salary of $60,000–$62,000.
- Fully remote work within approved U.S. states.
- Medical and dental benefits beginning after the applicable eligibility period.
- Paid sick leave and other time-off benefits in accordance with company policy and applicable law.
- A collaborative, supportive, and mission-driven work environment.
- Opportunities to contribute to the continued development and growth of the practice.
- Participation in cultural-humility consultation and professional-development opportunities.
Remote Work Location Requirement:
Although this is a remote position, Center Psychotherapy is not currently able to employ individuals in every state. Employment eligibility will be determined based on the candidate’s primary work location and applicable state employment requirements. Candidates must notify the practice before changing the state from which they perform their work.
Equal Employment Opportunity:
Center Psychotherapy is an equal opportunity employer. Employment decisions are based on qualifications, merit, organizational needs, and other job-related considerations without discrimination based on any characteristic protected by applicable federal, state, or local law.
To Apply:
Please submit your résumé and application through the designated application link. Candidates selected to move forward may be asked to participate in multiple interviews and provide professional references.