Practice Manager/ Operations Specialist

Job Title: Practice Manager/ Operations Biller (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:

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:

• Handle calls with a professional, empathetic tone.
• 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.
• 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.
• 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. We are looking for someone who takes ownership of their presence at the desk.
• You must possess an optimistic "can-do" mentality, high emotional intelligence, and the ability to multitask in a fast-paced environment without losing your cool.
• We are looking for a loyal, long-term partner to grow with this practice. If you are a senior-level professional who thrives on organization, helping others, and running a tight ship, I want to meet you.
• Please submit your resume along with a brief cover letter describing a time you took a project from start to finish without any supervision.

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!