Job Description

First, A Little About Freedom Within Center:
We are a group practice providing psychotherapy to adults. We have a team of dedicated Associate and Licensed therapists who provide individual and couples therapy to adults. We do not see children in our practice. A large number of our clients are active duty military, Veterans, and young professionals. Our practice focuses on treating PTSD, trauma, anxiety, relationship concerns, perinatal/postpartum, and transitional issues.

Our mission is to provide quality care using a genuine, down to earth approach that incorporates compassion, humor, and authenticity. We strive to partner with our clients to help release their pain and restore their sense of freedom within. We are looking for therapists who also embody this mission.
Our core values are Connection, Humor, Authenticity, Respect, Growth and Excellence, we emulate these values in our work with one another as well as our work with our clients. Honesty, genuineness, humility, compassion and humor and important characteristics of our team members! We love to have fun, collaborate as professionals, engage in events outside of the office to connect as a team, fill our break room with snacks, and just enjoy being awesome, down-to-earth people.

A Quick Position Summary:
Under the general supervision of the Practice Director (Owner), our new Practice Manager will enthusiastically lead a wide variety of critical office and administrative support functions that contribute to the overall success of the team and the Practice, including the creation of policies and procedures, the generation of reports, facilitating training and meetings, coordinating appointments, and leading overall office management. Our new Practice Manager will be a leader who understands how to successfully coordinate activities across a diverse team, is highly skilled in organizing details, and effective at designing systems and processes. Our new Practice Manager will lead the way in getting the business of our Practice accomplished!

Our Practice Manager is a key leadership position. The person in this position will effectively guide their own team of direct-reports, support, and provide guidance to employees in other departments. They will also provide support to the Director (Owner) by completing administrative and office tasks and special projects as assigned.

Our ideal candidate is:

• A great leader: Knows how to tap into people’s strengths to set team members up for success. Able to motivate others to do their best work. Strong focus on leading by example.
• Flexible and adaptable : As a leader, they must have the ability to ebb and flow to support the success and needs of others.
• Tech savvy : Knows their way around Microsoft Office, our EHR, CRMs, and medical billing systems.
• Organized : Able to identify and balance various priorities and have systems for organization.
• Detail-oriented: Able to identify and correct errors before they cause a problem.
• An independent, creative problem-solver : Able to conduct efficient research and use critical thinking to develop creative and successful solutions to a variety of complex problems.
• A great communicator : Excellent verbal, written, and presentation skills. Able to positively influence others through great communication.
• Able to “get ahead of needs” : Can anticipate the needs of various team members and organize systems and processes to ensure that goals are met.
• A person who gets things DONE : Able to organize and balance multiple completing projects and priorities.
• Responsive and accountable : Respond to all requests in a timely manner, follow through, and complete tasks and assignments timely, according to deadlines.

Practice Manager Key Job Responsibilities:
Supervisory Responsibilities:

• Research, draft, communicate, and implement Company-wide policies and procedures that guide the office's operations.
• Assist with day-to-day office administrative and managerial tasks, including helping employees learn about and comply with Practice policies and procedures.
• Design, organize, and assist with recruiting, interviewing, and hiring initiatives across the Practice. Schedule and conduct interviews. Provide recommendations to the Owner and make offers of employment.
• Host 1:1’s with direct reports/team members; discuss areas for professional growth and improvement with team members; no clinical supervision is required.
• Prepare meeting agendas; facilitate meetings for direct reports and others.
• Create and direct employee training to improve efficiency and ensure conformance with Practice policies and procedures.

Other Essential Duties/Responsibilities:

• Anticipate concerns or challenges affecting the office and the team and independently suggest resolutions.
• Supervise and coordinate activities of one or more departments, including client care and billing.
• Coordinate services with staff to ensure timely, high-quality services are provided to all clients.
• Create and maintain a welcoming atmosphere for clients and visitors to the office by ensuring that client service standards are met by all team members (i.e., greeting clients and visitors in person and on the telephone and answering inquiries or referring questions to other staff members, following up on/delegating tasks appropriately, etc.)
• Oversee and direct the activities of the billing and client care departments, including scheduling.   
• Ensure insurance programs are administered in accordance with the requirements of each individual plan (including insurance for employees, professional liability insurance, general liability insurance, worker’s compensation insurance, etc.)
• Compile and/or direct others to compile and record medical charts, reports, and correspondence using a computer and various software programs. Transmit correspondence and medical records by mail, email, or fax as needed.
• Review and audit clerical and personnel records to ensure completeness, accuracy, and timeliness.
• Administer and manage the Client Relationship Management (CRM) system.
• Create, analyze, and share reports and insights gained from the CRM in order to maximize and enhance the use of the system to improve the performance of the Practice.
• Provide direct support for the Owner on administrative tasks and scheduling as needed.
• Establish and maintain filing system and electronic health records and prepare correspondence and reports from various sources of information in compliance with applicable regulations.
• Assist in developing, implementing, and coordinating marketing strategies, including managing print marketing initiatives, the Practice’s monthly newsletter, and collaborating on social media marketing efforts.
• Engage in Community outreach. Facilitate presentations in the public to share information about the Practice.
• Collaborate and correspond with the marketing contractors/marketing team in alignment with marketing plans and initiatives.

To be successful in this role, these are the Required Skills & Abilities that our new Practice Manager will have:

• High level interpersonal and communication capabilities. Ability to communicate effectively verbally, written, and graphically through presentations; convey information and instructions to the public and other employees in situations requiring tact, courtesy, and poise.
• Teamwork orientation. Establish and maintain effective working relationships with those encountered during performance of duties.
• High degrees of flexibility and adaptability.
• Punctual, dependable, and reliable.
• Attention to detail. Retain and recall information to respond to inquiries and efficiently search files and retrieve data as required.
• High level of organization and follow-through. Organize, plan, and prioritize own workload and adjust to changes in workload and assignments to meet critical deadlines under pressure.
• Ability to accurately evaluate business operations and act on results.
• Excellent decision-making skills. Ability to take decisive action to solve problems and mitigate liability and risk.
• Ability to conduct effective independent research to solve problems.
• Creative, independent problem-solving. Problem-solve, compile, and analyze data, and use sound judgment.
• Excellent conflict management and resolution skills.
• Ability to draft policies and procedures, including operational and employment policies and procedures.
• Learn, interpret, and explain rules and regulations and policies to others.
• Ability to work independently; use good judgment and reasoning to solve complex problems.
• Adhere to HIPAA and regulatory compliance standards. Identify and secure confidential, highly sensitive records and written or verbally communicated information, and record such information accurately.
• Ability to receive and provide straight-forward, candid performance feedback.
• Highly tech-savvy. Successfully use CRM, online payroll systems, spreadsheet and/or internet applications depending on assignments.
• Listening and decision-making skills. Understand information requests of others and respond courteously, efficiently, and accurately.

Promoting inclusion: We welcome and strongly encourage applications from people of all backgrounds, including those from historically marginalized or underrepresented communities. Our practice is dedicated to fostering an inclusive environment that honors the diverse identities of our team and clients. We promote hiring of varying backgrounds, beliefs, and specialties to better serve the diverse and unique experience of our clients. It is also important that our office promotes a foundation of diversity, equity, and inclusivity in its culture and practice. We hold bi-monthly DEI group discussions to further understand our own biases, and to look at how we can better serve our diverse community and minority populations.

Benefits Include :

• Paid sick time
• Paid vacation off
• Paid holidays
• 401(k) Retirement Account with company matching
• Health insurance, vision, dental and life
• Company charitable donation match
• Paid volunteer opportunity
• Great team environment – we like to have fun and support one another with quarterly team building activities
• Fully furnished, calm and inviting office space

Job Tags

Holiday work, Full time, For contractors, Flexible hours,

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