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 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.

3. 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

  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 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!