Practice Operations and Revenue Cycle Manager

Onsite leadership role and administrative owner of the KCLA Spravato program

About Ketamine Clinics Los Angeles

Ketamine Clinics Los Angeles is a family-owned outpatient mental health practice that has helped pioneer innovative psychiatry since 2014. We provide Ketamine Therapy, TMS Therapy, Holistic Psychiatry, Spravato, medication management, and integrative mental health services. As a high touch practice, we value sound judgment, attention to detail, accountability, teamwork, discretion, and genuine care for patients and colleagues.

The Opportunity

KCLA is seeking an experienced, highly reliable onsite leader to manage daily practice operations, strengthen revenue cycle performance, supervise patient services, and serve as the administrative owner of our Spravato program. The strategy, infrastructure, policies, and core workflows are substantially established. This role is responsible for disciplined execution, daily readiness, follow-through, and accountability across the team.

This is a visible operating role for someone who can move comfortably between a patient tracker, a payer or pharmacy escalation, a staff coaching conversation, a billing report, and a sensitive patient concern without losing control of priorities. The successful candidate will own outcomes while delegating routine work appropriately.

What You Will Own

Spravato Program Operations

•     Own the administrative execution of each Spravato patient journey from referral and benefit review through authorization, medication readiness, scheduling, treatment, documentation, claim readiness, and payment reconciliation.

•     Maintain a daily readiness process that confirms enrollment, payer and authorization requirements, medication source and receipt, required paperwork, transportation arrangements, and scheduling.

•     Coordinate specialty pharmacy and buy and bill workflows, medication delivery, inventory records, patient specific reconciliation, and exceptions with clinical staff and vendors.

•     Track required REMS activities, train staff on written policies and checklists, and audit timely completion of each assigned step.

Revenue Cycle and Billing Oversight

•     Ensure provider notes are completed, signed, locked, coded, and ready for timely claim submission.

•     Oversee eligibility, prior authorizations, coding readiness, claim issues, denials, patient balances, payment follow up, and collection escalations.

•     Manage the third-party billing team relationship, including service standards, open issues, reconciliation, and accountability.

•     Review billing and accounts receivable reports, identify revenue leakage or process failures, and drive issues through resolution.

•     Oversee insurance and provider directory accuracy and coordinate credentialing with internal and external resources.

Onsite Practice Leadership

•     Supervise the Senior Patient Services Coordinator and provide daily onsite direction, prioritization, coaching, quality control, and escalation support.

•     Establish clear service standards, queue ownership, coverage, and follow through, using concise huddles to keep urgent risks visible.

•     Coordinate effectively with providers, clinical staff, the Executive Director, and the CEO.

•     Resolve complex patient service matters with professionalism, sound judgment, empathy, and appropriate boundaries.

•     Maintain practical SOPs, checklists, trackers, and management reports, and provide front desk coverage during breaks, unusual volume, or emergencies.

Systems and Data Quality

•     Ensure accurate use of the EHR, CRM, telephone system, shared work queues, and other approved platforms.

•     Monitor required fields, workflow triggers, data quality, and staff compliance, and provide concise weekly reporting on Spravato volume, claims, collections, and operating risks.

Required Qualifications

•     Direct experience managing the full administrative Spravato workflow in an outpatient clinic, including REMS, benefit verification, prior authorization, specialty pharmacy or buy and bill processes, scheduling, treatment readiness, documentation controls, and claim readiness.

•     At least five years of progressively responsible healthcare administration, practice operations, revenue cycle, patient access, or specialty treatment experience.

•     Demonstrated experience with prior authorizations, medical billing workflows, denials, patient balances, and payer escalation.

•     Prior supervisory or team leadership experience, including coaching, assigning work, reviewing performance, and enforcing standards.

•     Strong independent judgment, organization, communication, problem solving, and proficiency with EHR systems, spreadsheets, shared work queues, and reporting tools.

•     Ability to work onsite in Los Angeles within the stated operating window and commitment to patient privacy, professional boundaries, and appropriate handling of sensitive information.

Preferred Qualifications

•     Experience in psychiatry, behavioral health, infusion services, ketamine therapy, TMS, specialty medication, or another complex outpatient setting.

•     Experience with both specialty pharmacy and buy and bill medication pathways.

•     Experience with credentialing, provider directories, CRM workflow controls, or healthcare reporting.

What Success Looks Like

•     Spravato patients move through the process predictably, required steps are completed, and preventable cancellations or billing failures are rare.

•     The team knows what it owns, completes work on time, escalates appropriately, and gives leaders concise, reliable information.

•     Claims are ready promptly, authorizations and billing issues are actively managed, and patients experience a calm, responsive clinic.

Compensation and Schedule

Expected base compensation is $70,000 to $100,000 annualized, depending on direct Spravato experience, revenue cycle depth, leadership experience, qualifications, and final scope. If the position is classified as nonexempt, this is equivalent to approximately $33.65 to $48.08 per hour at 40 hours per week. The written offer will state the pay structure, classification, and overtime eligibility.

This is a fully onsite position in Los Angeles. The expected schedule is approximately 40 hours per week, Monday through Friday. Scheduled shifts will fall between 8:30 a.m. and 7:30 p.m. and may be staggered to support patient care, treatment operations, and office coverage.

Benefits

•     Premium PPO medical, dental, and vision insurance, plus an actively managed 401(k) plan.

•     Generous paid time off, paid holidays, and bonus holiday paid time off based on performance.

•     Covered parking with direct access to the suite, plus continuing education opportunities for relevant education and certification.

How to Apply

Apply through this posting with a resume and a brief response addressing:

•     Your direct Spravato operations experience, including the responsibilities you personally owned.

•     Your experience with specialty pharmacy, buy and bill, prior authorizations, REMS, claim readiness, and payment reconciliation, including one problem you drove through resolution.

•     Your availability to work fully onsite within the stated schedule window.

Equal Opportunity and Accommodations

KCLA is an equal opportunity employer and considers qualified applicants without regard to any characteristic protected by law. Reasonable accommodation is available. Final candidates may be asked to complete lawful reference and background screening after a conditional offer. This posting is not an employment contract, and responsibilities may evolve.