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
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
Monitor and respond to emails at least 3x daily, ensuring a "don't worry, I'll take care of this" level of service
Responsible for seeing tasks through to 100% completion without being reminded

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.

Practice Manager, Executive Assistant

Key skills