Practice Manager/Office Administrator

Practice Administrator / Office Manager

Private Psychology Practice New York City Fully Remote Part-Time

Out-of-Network Practice

About Us

We are a growing 5-clinician private psychology practice based in New York City. We provide high-quality, out-of-network psychotherapy and are committed to clinical excellence and a seamless patient experience. As we continue to grow, we're looking for a seasoned Practice Administrator to take full ownership of our business operations — so our clinicians can stay focused entirely on patient care.

This is a meaningful, high-trust role at the center of a values-driven practice. You'll work directly with the practice owner and have real autonomy to build and improve systems.

The Role

We're looking for someone who knows the world of private mental health practice inside and out — someone who can independently manage billing, credentialing, scheduling, bookkeeping, and HR, while also helping us grow through smart marketing and data-driven decisions. You'll also lead our transition from TheraNest to a new EHR platform.

This is a fully remote, part-time position.

What You'll Own

Billing & Superbills

• Generate and distribute accurate superbills to patients for out-of-network reimbursement
• Submit superbill claims on behalf of patients when requested
• Track outstanding payments and follow up on unpaid balances
• Reconcile payments and maintain clean financial records

Scheduling & Intake

• Manage all new patient inquiries, intake coordination, and clinician scheduling
• Maintain a warm, professional patient-facing communication style
• Coordinate waitlists and referral tracking across 5 clinicians

Bookkeeping & Financial Reporting

• Manage day-to-day bookkeeping and practice finances
• Prepare monthly financial summaries for the practice owner
• Liaise with our accountant/CPA as needed

EHR Migration

• Lead the transition from TheraNest to a new EHR platform (to be selected together)
• Evaluate EHR options (e.g., SimplePractice, TherapyNotes, Jane App) and make a recommendation
• Manage data migration, staff training, and go-live support

HR & Clinician Onboarding

• Onboard new clinicians including credentialing, contract management, and system setup
• Maintain personnel records and ensure compliance with NY employment requirements
• Support clinician offboarding and transitions

Marketing & Outreach

• Manage and update our Psychology Today profiles and other directory listings
• Coordinate outreach to referral sources (PCPs, psychiatrists, etc.)
• Support basic website and social media presence as needed

Data & Analytics

• Track key practice metrics: patient retention, caseload utilization, no-show rates, revenue per clinician
• Produce regular dashboards or reports for the practice owner
• Flag trends and make operational recommendations based on data

What We're Looking For

Required:

• Minimum 2–3 years of experience in a private mental health or medical practice in an administrative or operations role
• Direct experience with out-of-network billing and superbill generation
• Proficiency with at least one EHR platform (TheraNest, SimplePractice, TherapyNotes, Jane App, or similar)
• Strong bookkeeping skills; experience with QuickBooks or similar
• Excellent written communication and patient-facing manner
• High degree of discretion and HIPAA compliance
• Highly organized, self-directed, and able to manage multiple priorities without close supervision

Strongly preferred:

• Experience managing an EHR migration or platform transition
• Familiarity with practice analytics and reporting
• Background in marketing for mental health practices (Psychology Today, referral network management)
• Must be authorized to work in the United States

Compensation & Details

• Compensation based on experience
• Part-time hours (approximately 20–25 hrs/week, with flexibility)
• Fully remote
• Collaborative, low-bureaucracy work environment
• Direct access and partnership with the practice owner

How to Apply

Please send the following to Madelaine@downtownbehavioralwellness.com:

• Your resume
• A brief cover letter describing your experience in private practice administration — specifically your background with out-of-network billing and any EHR platforms you've worked with
• One or two sentences on how you typically approach organizing a busy practice

Applications without private practice experience will not be considered. We review applications on a rolling basis.

Pay: $51,936.19 - $62,546.81 per year

Benefits:

• Flexible schedule
• Professional development assistance
• Referral program

Work Location: Remote