Practice Manager

About Union Square Practice: Founded in 2013, Union Square Practice (USP) is a thriving, collaborative group of psychologists, psychiatrists, psychiatric nurse practitioners, and therapists who provide thoughtful, evidence-based mental health care grounded in genuine human connection. We offer integrated psychotherapy and medication management for adults, children, adolescents, couples, and families, and emphasize a practical, warm, and down-to-earth approach. The practice is committed to delivering high-quality care while operating with efficiency, compliance, and operational excellence. As the practice continues to grow, strong day-to-day management is essential to ensuring a seamless experience for clinicians, patients, and partners.

The Practice Manager plays a critical role in keeping the practice running smoothly on a daily basis. This role is execution-focused and operationally driven, working closely with the General Manager to support stability, compliance, and high-quality operations across the practice.

Primary Responsibilities

Day-to-Day Practice Operations

• Serve as the first point of contact for operational questions, issues, and escalations
• Ensure daily workflows run efficiently and consistently across clinical and administrative functions
• Create, improve and enforce standard operating procedures (SOPs) for practice operations

Office & Facilities Management

• Oversee general office management, including supplies, maintenance, and day-to-day facilities needs
• Liaise with landlords, building management, and service providers
• Ensure the office environment supports clinician productivity and patient experience

Patient Billing & Frontline Support

• Serve as a point of contact for patient billing and insurance inquiries
• Track recurring patient issues and identify opportunities for process improvement

Vendor & Service Provider Management

• Act as the primary point of contact for day-to-day vendor relationships
• Manage vendor billing, service issues, and renewals
• Track contracts, renewal dates, and service performance

Payroll, Bookkeeping & Financial Operations

• Process and manage regular payroll for clinicians and staff
• Handle bookkeeping tasks, including expense tracking, invoice processing, and reconciliations
• Monitor day-to-day financial activity and flag discrepancies or concerns

Onboarding, Offboarding & Support

• Manage end-to-end onboarding and offboarding processes for clinicians and administrative staff
• Coordinate access to systems, payroll setup, scheduling, and office orientation
• Maintain accurate staff records, including status, licenses, credentials, and payer participation

Regulatory & Compliance Oversight

• Maintain a working knowledge of relevant local, state, and federal regulations impacting the practice
• Monitor regulatory changes affecting licensure, employment, billing, and operations
• Escalate regulatory risks or changes to the General Manager

Communication & Reporting

• Provide regular operational updates to the General Manager
• Surface insights and patterns from day-to-day operations to support leadership decision-making
• Support leadership initiatives through execution, documentation, and coordination

Qualifications

·      5 years of experience managing day-to-day operations of a clinical or professional practice

·      Proven ability to operate independently, prioritize effectively, and execute with minimal supervision

·      Strong problem-solving skills, with the ability to assess issues, determine root causes, and implement solutions

·      Exceptional attention to detail, particularly in payroll, bookkeeping, and operational workflows

·      Demonstrated ability to triage and manage competing priorities, escalating issues appropriately

·      Proactive mindset with the ability to identify inefficiencies and suggest process improvements

Compensation

• Salary range: $100,000–$120,000
• This position is bonus-eligible