Clinic Operations Manager

Description

If you are looking for a place where you can make a difference in the life of a child, Project Harmony is looking for you.  We are seeking an experienced and committed Clinic Operations Manager to join our dynamic and innovative organization.   The Clinic Operations Manager is responsible for the overall operational, administrative, and service delivery coordination of Project Harmony’s Mental Health Clinical Services. This position ensures that all aspects of the clinic function efficiently, compliantly, and in alignment with Project Harmony’s trauma-informed and family-centered mission. You’ll support clinicians and administrative team so that they can focus on their work delivering exceptional, traumatic-informed care for our clients and their families.

The Clinic Operations Manager leads and supports administrative and intake staff, manages scheduling and billing workflows, coordinates with clinical leadership to optimize provider utilization, and ensures adherence to healthcare, privacy, and quality standards. This role serves as the bridge between clinical service delivery, administrative systems, and organizational leadership—fostering a positive, client-centered culture across the clinic.

Who We Are

Project Harmony exists to provide effective, immediate and sensitive support to child abuse victims and their non-offending family members.  Project Harmony is committed to a vision with a focus on one goal: ending the cycle of child abuse and neglect.  Project Harmony is one of the largest Child Advocacy Centers in the nation.
 

At Project Harmony, we don’t just accept difference – we celebrate it, we support it and we thrive on it for the benefit of our employees, our clients and our community.  Project Harmony is proud to be an equal opportunity workplace and is an affirmative action employer.  We are committed to equal opportunity regardless of race, color, ancestry, religion, sex, national original, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

 

Our Values 

Project Harmony and all employees are committed to creating a culture that is focused on:

Diversity and Inclusion:  Respect and embrace diversity and inclusion of all

Strategic Innovation:  Lead the field in response to the evolving needs of children and families

Quality Service:  Ensure consistent, high-quality service with impactful results, to our families, our partner agencies, the community, and each other 

Collaborative Relationships:  Build trusted relationships by leading with honesty, integrity, vulnerability, and humility

Essential Duties and Responsibilities

• Oversee and manage the daily operations of the Mental Health Clinic, ensuring efficient workflows and client-centered service
• Supervise and support administrative, front desk, and intake staff responsible for scheduling, billing coordination, and client communication
• Collaborate with the Director of Clinic Operations and Advocacy and Clinical Director to align operational goals with clinical and program priorities
• Monitor clinic flow and scheduling to ensure optimal provider utilization and timely client access
• Lead the onboarding of new providers and maintain supportive contact with providers in the Project Harmony Provider Network
• Maintain a trauma-informed, welcoming, and culturally responsive environment for clients and staff
• Serve as the primary point of contact for clinic administration and operational logistics
• Develop, implement, and monitor procedures that promote efficiency, accuracy, and compliance
• Coordinate onboarding, training, and ongoing development for administrative and intake staff
• Monitor productivity, workflow, and staff performance, providing coaching and support
• Oversee scheduling systems for clinicians, intakes, assessments, and follow-up appointments
• Coordinate with intake staff to ensure accurate client documentation and timely service linkage
• Manage provider calendars and caseload balance to maximize access for new referrals
• Coordinate with the Finance and Billing Departments to verify insurance coverage and support the billing process
• Maintain accuracy and integrity of information in the electronic health record (EHR) and reporting systems
• Produce operational reports and metrics related to scheduling, billing, and clinic performance
• Support quality assurance and audit readiness in accordance with payer and compliance standards
• Ensure all operations comply with HIPAA, state, and behavioral health regulatory requirements
• Maintain current knowledge of best practices in behavioral health administration, compliance, and trauma-informed operations
• Serve as liaison between administrative staff, clinical teams, and Project Harmony leadership
• Represent the clinic at cross-departmental meetings, providing data and insights on operations
• Foster a culture of accountability, collaboration, and service excellence
• Ensure culturally competent services are provided to all families we serve without regard to race, ethnicity, religion, socioeconomic status, disability, gender or sexual orientation
• Other duties as assigned

Requirements

Qualifications

Education 

• Bachelor’s degree in Healthcare Administration, Behavioral Health, Psychology required, or related field 
• Equivalent education and experience may be considered
• Training or certification in behavioral health billing, trauma-informed care, or compliance strongly preferred

Experience and Training

• 3 years of experience in human services, behavioral health, or medical office settings
• Experience with behavioral health billing, scheduling, and EHR systems required
• Experience within a trauma-informed, nonprofit, or child-centered organization preferred

Knowledge/Skills/Abilities

• Strong leadership and team management skills with the ability to motivate and develop others
• Comprehensive understanding of mental health clinic operations, billing, and scheduling systems
• Excellent organizational and problem-solving abilities with high attention to detail
• Proficiency with Microsoft Office Suite and electronic health record (EHR) platforms
• Strong interpersonal, written, and verbal communication skills
• Commitment to Project Harmony’s mission, trauma-informed care principles, and ethical standards
• Knowledge of mental health systems, insurance processes, and community provider networks
• Strong communication and organizational skills with excellent attention to detail
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment
• Proficiency in Microsoft Office Suite and electronic health record (EHR) systems
• Commitment to equity, inclusion, and trauma-informed practice
• Demonstrated professionalism, confidentiality, and sound judgment

Other

• Must be willing to work flexible hours 
• Must submit to a thorough criminal history background check
• Must have access to a vehicle, possess a valid driver’s license and proof of insurance
• Position may involve some travel, primarily within the state

The above statements are intended to describe the general nature and level of the work being performed by individuals assigned to this job. They are not an exhaustive list of all duties and responsibilities associated with it.