Job Description
Job Description
The Practice Administrator (PA) oversees daily administrative and operational functions of a behavioral health clinic providing mental health and substance use treatment services. This position ensures smooth clinic operations, supports clinical staff, maintains compliance with state and federal regulations, and delivers excellent patient service in a trauma-informed, culturally responsive environment. The Practice Administrator is a key leader in upholding operational efficiency, client privacy (HIPAA), and high-quality care coordination.
Essential Duties and Responsibilities
- Manage day-to-day clinic operations, office workflow, and administrative procedures.
- Oversee front desk operations including scheduling, check-in/check-out, phone coverage, and client inquiries.
- Maintain office supplies, equipment, and facility needs to ensure a safe, welcoming environment.
- Develop and implement clinic policies, procedures, and workflow improvements.
- Supervise administrative support staff, including billing support, and care coordinators.
- Provide ongoing coaching, performance evaluations, and schedule coordination.
- Lead staff meetings and ensure communication across clinical and administrative teams
- Ensure clients receive compassionate, trauma-informed support during registration, appointment scheduling, and follow-up.
- Troubleshoot patient concerns, scheduling issues, and barriers to care.
- Maintain confidentiality and uphold HIPAA and 42 CFR Part 2 requirements for substance use treatment information.
- Maintain compliance with state behavioral health licensing requirements and accreditation standards.
- Ensure accurate documentation, incident reporting, and adherence to clinic protocols.
- Support quality improvement (QI) initiatives and data tracking.
- Oversee administrative tasks related to insurance verification, authorizations, billing coordination, and payment collection.
- Collaborate with billing and finance departments to ensure accurate coding, claims submission, and reconciliation.
- Monitor front-end revenue cycle metrics (no-shows, co-pays, insurance updates).
- Coordinate clinician schedules, group therapy calendars, and intake availability.
- Monitor caseload capacity and waitlist management to support clinic flow.
- Assist with onboarding of new clinicians, including systems access and administrative training.
- Maintain EHR (Electronic Health Record) workflows and resolve user issues in collaboration with IT.
- Track key operational metrics such as appointment utilization, productivity, and patient volume.
- Ensure accurate record retention and data integrity.
Qualifications
- Bachelor’s degree in Healthcare Administration, Behavioral Health, or related field preferred.
- 5 -7 years of administrative or office management experience in a healthcare or behavioral health setting.
- Experience with EHR systems and basic revenue cycle functions strongly preferred.
Knowledge, Skills & Abilities
- Strong understanding of behavioral health clinic operations, mental health services, and/or substance use treatment settings.
- Knowledge of HIPAA and 42 CFR Part 2 confidentiality regulations.
- Excellent understanding of revenue cycle management with high emphasis on registration, enrollment, eligibility, insurance, authorizations, and scheduling within multiple clinics
- Excellent leadership, communication, and organizational skills.
- Ability to handle sensitive situations with professionalism and empathy.
- Strong multitasking skills in a fast-paced, client-focused environment.
- Proficiency with Microsoft Office and common practice management systems.
Work Environment
- Clinic setting working closely with clients, clinicians, and administrative staff.
- Occasional exposure to individuals experiencing crisis; requires emotional resilience and professionalism.
- Standard office hours with potential flexibility based on clinic operations.
Benefits:
- Affordable Medical, Dental, and Vision Insurance
- 401K Retirement Plan
- Paid Time Off (PTO) and Sick Leave
- Paid Company Holidays
- Life Insurance
- Opportunities for professional development and leadership training
- Employee Assistance Programs (EAP)