Practice Manager

Practice Manager

APPLICATIONS WITHOUT COVER LETTERS WILL NOT BE CONSIDERED.

Walnut Psychotherapy Center is seeking an experienced Practice Manager to oversee the daily operational, HR, payroll, and financial systems that support our practice. This role is central to the behind-the-scenes functioning of the agency and includes responsibility for payroll, employee benefits, onboarding and offboarding, reporting, bookkeeping oversight, bill pay, cash flow tracking, and financial projections. The Practice Manager is also part of a small leadership team that meets regularly to improve systems and best practices across the agency.

The person who will thrive in this role is highly organized, detail-oriented, practical, and thoughtful. You should be able to manage multiple priorities at once, think through problems methodically, communicate clearly and empathetically, and handle sensitive information with discretion.

Walnut Psychotherapy Center is a mental health practice focused on working with LGBTQ communities, and our staff of 40 therapists see over 800 clients. We are here to treat, learn, and grow with our clients in a way that honors complex psychological functioning and the interplay among identity, development, and attachment. We are committed to inclusion and transparency in every level of our business.

Queer, trans, and BIPOC candidates are especially encouraged to apply.

Current clients of Walnut will NOT be considered, as this would constitute a conflict of interest. Former clients may be considered in limited circumstances.

Qualities of an ideal candidate

• Organized, methodical, and practical
• Can communicate clearly and empathetically about difficult topics
• Able to handle sensitive information discreetly and professionally (e.g. payroll data, patient information)
• Self-directed and proactive
• Good at prioritizing among competing priorities
• Boundaried and thoughtful when participating in complex decision-making

Skills & Experience

• Intermediate to advanced skill in Excel and Google Sheets: Experienced in using spreadsheets to problem-solve, comfortable using formulas in combination, including vlookup, ifs, maxifs, countifs, index, and match
• Familiar with various HR topics: Health insurance basics including deductibles, copays, and coinsurance, know the differences between W2 and 1099, exempt and nonexempt, HSA and FSA, etc, and be able to communicate clearly about these topics
• Experience troubleshooting software problems
• Can read a P&L report and statement of cash flows
• Experience in a mental health setting is a plus

Responsibilities

Payroll and HR

• Calculate and submit payroll
• Manage staff reimbursement requests (supplies, trainings, etc.)
• Manage employee benefit plans (open enrollment, deductions, PTO, etc.)

Financial Management

• Track daily cash flow
• Manage and pay bills
• Coordinate with tax accountant
• Oversee bookkeeping
• Provide weekly report on analytics

Financial Strategizing

• Make financial projections
• Quarterly review of financials with director
• Work with vendor and director to secure reimbursement rate increases

Employee & Team Management

• Prepare monthly therapist caseload reports
• Manage Billing Coordinator and Intake Coordinator

Staff Logistics & Reporting

• Prepare accounts for new employees
• Train therapists in job responsibilities, benefits, compliance, and software platforms
• Offboarding: close out accounts upon employee departure
• Prepare data for therapist reviews
• Run monthly report of missing notes
• Track client retention data

Vendor Relations

• Manage relationships with vendors
• Manage software platforms

Manager: Danna Bodenheimer, LCSW, DSW

Time commitment: 40 hours per week

Classification: full-time, exempt

Compensation: $65k to $75k depending on experience

Benefits: Health, dental, vision, FSA, PTO, short- and long-term disability, life insurance

Location: Mostly remote, with option to work at our Center City office a few days per week

Application Questions

When applying, please include both a cover letter and resume, and answer these three questions:

• What is it about Walnut Psychotherapy Center that makes you interested in working here?
• Please tell us about your interest and experience in working with the LGBTQ+ community.
• From the list of responsibilities and expectations above, what do you feel most qualified for, and what do you think would feel most challenging?

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: Hybrid remote in Philadelphia, PA 19102