About Us:

At Pacific Mind Health, our mission is to revolutionize mental healthcare with modern evidence-based treatments. We are dedicated to delivering innovative and effective solutions for mental health problems, including state-of-the-art Interventional Psychiatry treatments like Transcranial Magnetic Stimulation (TMS) and Ketamine/Spravato administration for treatment-resistant depression. Our commitment to improved outcomes and whole-person wellness drives us forward.

As a rapidly expanding practice, we take pride in fostering a close-knit, family-like atmosphere where both our dedicated staff and valued patients thrive. We embrace understanding, flexibility, and responsiveness as we provide compassionate and empathetic care, leveraging the latest advancements in Psychiatry. Be a key member of our team and shape the future of mental healthcare!

Overview: Join Pacific Mind Health, a rapidly expanding Psychiatry/Mental Health practice committed to delivering exceptional care and innovative treatment solutions. We are seeking a highly organized and experienced Practice/Operations Manager to oversee all daily operations and spearhead the expansion of our practice. This key leadership role requires a proactive, hands-on approach to managing both the operational and strategic aspects of our medical offices across multiple locations. We are looking for a motivated and empathetic individual who thrives in a dynamic environment and is committed to excellence in healthcare management.

Job Description: As the Practice/Operations Manager, you will ensure seamless integration and uphold the highest standards of patient care across multiple medical office locations. This pivotal role encompasses overseeing the operational and strategic management of the practice and facilitating our practice’s growth, including the direct oversight of opening new office locations. You will be responsible for implementing high-level strategic initiatives under the guidance of executive management and maintaining efficient and effective daily operations. This position involves managing complex patient interactions, driving the development of processes and systems, and handling all aspects of staff leadership. Your leadership will be crucial effective day-to-day operations and this role requires strong managerial skills and a deep understanding of medical office procedures.

Key Responsibilities:

• Strategically manage and oversee the operational and strategic facets of multiple medical office locations including administrative, financial, and operative functions.
• Spearhead the planning, coordination, and implementation of new office locations as part of our expansion efforts.
• Ensure efficient and effective practice management, maintaining the highest standards of cost-effective patient care.
• Develop and implement policies and procedures to optimize operational efficiency and ensure compliance with healthcare regulations
• Handle complex patient interactions and manage daily operations with a hands-on approach.
• Guide and support staff, fostering a culture of high performance, collaboration, and continuous improvement.
• Lead staff development and maintain high job satisfaction and performance levels.
• Supervise and train staff members, providing guidance and support as needed
• Oversee human resources functions, including hiring, onboarding, performance evaluations, and disciplinary actions
• Monitor and manage the practice's financial performance, including budgeting, billing, and collections
• Collaborate with healthcare providers to optimize patient care delivery and patient satisfaction
• Maintain knowledge of current trends in healthcare management and implement best practices
• Ensure compliance with all relevant laws, regulations, and accreditation standards
• Implement systems to improve efficiency and productivity within the practice

Job Duties:

• Provide administrative oversight and direction to an outpatient mental health clinic
• Optimize the practice's strategic goals and efficiency of care delivery
• Plan, organize, and direct all administrative (front office), clinical (back office), medical records, and ancillary operations of the medical practice
• Responsible for overseeing daily activities and office efficiency as well as managing office staff, inventory, budgets, files/records, and facility maintenance
• Investigate and resolve employee, physician or patient concerns
• Manage employees’ time and attendance
• Assist in the development, review, and revision of standard operating policies and procedures in collaboration with senior management
• Appraise performance and facilitate staff development
• Control wage and non-wage expenses in accordance with budgetary guidelines
• Ensure a safe environment for staff and patients
• Ensure regulatory requirements are consistently met
• Manage the provider's master schedules and coordinate all schedule changes; instruct staff accordingly, and make recommendations for schedule improvements
• Oversee the business management of a medical practice: including coding invoices for payment, monitoring and analyzing monthly reports for variances, and managing office finance
• Scheduling staff, monitoring time cards
• Directing and assigning work tasks
• Ensure all employees have been successfully trained to perform duties
• Manage employee performance
• Ensure the practice and staff adhere to policies, procedures and regulatory requirements
• Assist and provide guidance to direct reports with daily operations as needed
• Organize the provision of effective quality care and services to meet the practice's business growth and employee/patient satisfaction goals; drive team engagement
• Manage all aspects of a Human Relations (HR) department
• Manage all aspects of a Hiring department, ability to conduct interviews and onboard new staff
• Manage physician, advance practice provider, and administrator staff schedules to optimize safety and efficiency
• Development and ongoing maintenance of collaborative relationships and patient referral sources
• Utilize data: financial - quality - market - research to respond to business and patient needs.
• Identify, develop, and deliver training, policy, and procedures
• Conduct quality improvement

Qualifications/Requirements:

• Bachelor's degree in Healthcare Administration/Management, Business, Healthcare, or other related field. Master's degree preferred in one of above.
• 3 years' experience in medical office management. Ideal candidate will have lead a medical practice and supervised a team of at least five employees
• Three years' experience providing customer service and managing practice HR, building strong relationships to deliver customer-centric solutions, and managing conflict to find effective resolutions
• At least one year of mental health experience
• One year of experience with overseeing business operations and finance
• Certified Medical Practice Executive (CMPE), Certified Physician Practice Manager (CPPM), or similar certification desired
• Medical office billing experience an asset
• Proficiency with EMR systems and software applications, expertise with Google Suite/Microsoft Office (Drive/Sheets, Word-Excel, PowerPoint, Outlook) or similar programs
• Excellent written and oral communication skills
• Ability to instill trust by gaining the confidence of others through honesty, integrity, and authenticity.
• Demonstrated ability to communicate effectively, providing a clear understanding of the unique needs of different audiences, encouraging open expression of diverse ideas and opinions, and adjusting style to fit both the audience and the message.
• Proven experience in medical office management or practice management, preferably in a mental health setting.
• Strong leadership/managerial skills and a deep understanding of medical office procedures and ability to supervise a dynamic team.
• Exceptional organizational, multitasking, problem solving, and decision-making abilities.
• Superior communication and interpersonal skills, capable of effectively leading diverse teams and managing various stakeholders.
• Strong knowledge of medical terminology, medical insurance logistics/terminology, and medical administrative support systems
• Proficient in using computer software for scheduling, billing, and electronic health records

What We Offer:

• Competitive compensation based on experience.
• Opportunities for professional growth in a supportive and innovative environment.
• A chance to play a significant role in the growth and success of a leading mental health practice.

If you are a motivated professional with a passion for healthcare management, we invite you to apply for the position of Practice/Operations Manager. Join our team and contribute to providing exceptional patient care in a well-managed medical practice.

Job Type: Full-time

Pay: $88,915.00 - $95,301.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Healthcare setting:

• Clinic
• Medical office

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Education:

• Bachelor's (Required)

Experience:

• Medical Office: 3 years (Required)
• Mental Healthcare: 1 year (Preferred)

Ability to Commute:

• Los Angeles, CA 90064 (Required)

Ability to Relocate:

• Los Angeles, CA 90064: Relocate before starting work (Required)

Work Location: In person