Practice Manager & Executive Assistant (Remote)
About the Client:
Offer an array of online training courses by working with our clients through professional and mental health workbooks. They use psychoeducation and educate about: Personality Disorders, Mood Disorders, Depression, Anxiety, Social Skills Training, Post Traumatic Stress Disorder, and Anger Management.
Overview:
We are seeking a high-level, "Type A" Senior Operational Manager to serve as the heartbeat of our private mental health practice. This is not a standard front-desk role; this is a leadership position for a self-motivated professional who operates with a high sense of urgency, extreme organization, and a "consider it done" mentality.
Responsibilities:
- Practice Operations & Client Relations
- Handle calls with a professional, empathetic tone. Convert inquiries into booked appointments promptly.
- Manage the calendar with precision, confirming appointments and ensuring zero gaps in productivity.
- 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.
- Executive Support & Financial Oversight
- Act as the Owner's "Right Hand," anticipating needs before they arise. Maintain constant communication regarding desk status and task progress.
- 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.
- Communication & Follow-Through
- Monitor and respond to emails at least 3x daily, ensuring a "don't worry, I'll take care of this" level of service.
- Whether a task takes an hour or a month, you are responsible for seeing it through to 100% completion without being reminded.
Qualifications:
- Minimum 3–5 years in a Medical Mental Health Office Management or High-Level
- 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.
Setup: Remote
Why Join STAFFVIRTUAL?- Competitive compensation and benefits package
- 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
If you're a motivated, client-focused professional who's ready to grow with a company that values people and performance, we'd love to hear from you. Apply now and join our dynamic team at STAFFVIRTUAL!