Practice Manager

Hybrid/35+ hours per week

Full Circle Grief Center is a compassionate, client-centered counseling practice specializing in individual therapy for children, adults, and families who are grieving the death of a loved one or anticipating a death due to a terminal diagnosis. We are committed to creating a supportive environment for both our clients and our clinicians. We are seeking an experienced, organized, and empathetic Practice Manager to oversee daily operations and ensure the smooth and efficient functioning of our practice.

The Practice Manager will be responsible for managing the administrative and operational aspects of the practice. This includes overseeing client scheduling and billing, managing staff communications, supporting clinician needs, ensuring compliance with HIPAA and insurance requirements, and helping maintain a welcoming environment for all.

General Job Description

  • Serve as Front Desk Greeter, i.e. welcome clients, inform client of payment options, 1st appointments information
  • Help maintain center appearance (lobby, therapy rooms, supply room)
  • Provide Admin Support to Grief Services Director (including the assistance in responding to general inquiries in need of referrals)
  • Coordinate client onboarding process including partnering with Grief Services Director and Practice Director to place each client with therapist and communicating with IC clients regarding scheduling
  • Provide Admin Support to Practice Director in tasks such as (but not limited to): calls to insurance companies, interactive lobby activity implementation, client status changes such as returning/reopening clients, closing clients, data entry
  • Assist with IC Marketing Plan Implementation (Internal Content Creation, External Market Research, External Outreach, Development of Community Partnerships)
  • Process Payments for IC (all self-pay payments, co-pays and coinsurance; que claims to submit; oversight and communication of deductible resets)
  • Coordinate Insurance for IC (first appointment claim submission and monitoring, oversight of insurance claim submissions, process insurance payments)
  • Process IC Invoices (process all late or missed appointment invoices, process all insurance reconciliation invoices, aging invoice monitoring and collections)

Responsibilities

35-40 hours per week (set schedule with some hours remote)

  • Greet clients at front desk during assigned office hours
  • Coordinate the scheduling and set up of new clients
  • Coordinate all billing for individual counseling clients, including daily invoicing, estimate generation, insurance filing, and payment processing
  • Monitor overdue invoices, third party billing arrangements and financial assistanceĀ 
  • Serve as primary point of contact for client correspondence, including but not limited to scheduling, billing, medical records requests, etc
  • Assist in maintaining center appearance
  • Assist in the marketing of practice

Qualifications

The individual should be organized with strong attention to detail and ability to multitask. The individual should be flexible and work well in an ever-changing environment. The individual must be compassionate, friendly, warm and trustworthy, as well as understanding of confidentiality and discretion. In addition, the individual must be able to work well on a small team and balance many varying responsibilities with ease. Experience with medical billing and insurance filing preferred but not required.

To Apply

Resumes and cover letters can be sent to Allison Schooley, Operations and Practice Director, at allison.schooley@fullcirclegc.org.

Salary

Compensation starts at $46,000, based on qualifications.