Practice Manager & Executive Assistant

Job Title: 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.

You will be the special assistant to the Owner managing both the professional operations of the clinic and high-priority administrative tasks. You are the gatekeeper the fixer and the primary point of contact for clients and therapists.

Responsibilities:

1. 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.

2. Executive Support & Financial Oversight

• Act as the Owners 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.

3. Communication & Follow-Through

• Monitor and respond to emails at least 3x daily ensuring a dont worry Ill 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 35 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.

Schedule: Night Shift

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 youre a motivated client-focused professional whos ready to grow with a company that values people and performance wed love to hear from you. Apply now and join our dynamic team at STAFFVIRTUAL!