Practice Manager

Practice ManagerBehavioral Associates | Upper East Side, ManhattanFull-Time | In-PersonTraining: $30/hr | Anticipated Salary: $80,000–$90,000Please read the compensation and transition structure carefully before applying. This position begins with a paid training period before transitioning into the salaried Practice Manager role. About Behavioral AssociatesFounded in 1988 by Robert H. Reiner, PhD, BCN, BCB, Behavioral Associates is a multidisciplinary private mental health practice serving children, adolescents, adults, couples, and families. Our team includes psychologists, psychiatrists, social workers, and other mental health professionals. Position OverviewThis is not an entry-level administrative assistant role. The person hired will complete a structured training period with the current Office Manager, gradually assuming greater responsibility and decision-making authority with the goal of transitioning into the Practice Manager position. We are looking for someone who takes ownership, follows issues through to completion, and asks thoughtful questions during training.This is a full-time position based at Behavioral Associates, 1619 Third Avenue, Suite 202, New York, NY 10128. The employee will work primarily in person during the training and transition period. Limited hybrid flexibility may be considered after successful transition into the Practice Manager role, depending on performance, administrative coverage, and practice needs.ResponsibilitiesDuring training, responsibilities will include:Managing patient calls, emails, website inquiries, and other communicationsScheduling appointments and coordinating cancellations, changes, and follow-upSupporting patient intake and clinician-assignment processesMonitoring clinician availability, administrative workflow, and outstanding tasksResponding to patient questions, concerns, and account-related issuesMaintaining spreadsheets, trackers, reports, forms, and administrative recordsProcessing and tracking intake paperwork, assessments, medical-record requests, and other documentationFollowing up with clinicians and staff regarding incomplete or time-sensitive itemsSupporting onboarding and training of administrative employees and internsCoordinating office supplies, vendors, equipment, and technology-related concernsLearning and applying practice policies, procedures, systems, and HIPAA requirementsAssisting with audits, reporting, administrative projects, and workflow improvementsSupporting the Executive Director, clinicians, and staff with day-to-day operational needs Pasted markdownAfter transitioning into the Practice Manager role, responsibilities will expand to include:Supervising, training, and supporting administrative employees and internsAssigning responsibilities and monitoring workflow, coverage, and task completionServing as the primary administrative escalation point for difficult patient and administrative situationsOverseeing intake, scheduling, provider availability, and case-assignment workflowsManaging complex patient-account and administrative concernsMaintaining and improving office procedures, training materials, spreadsheets, and tracking systemsCoordinating administrative hiring, onboarding, and employee setupManaging vendors and troubleshooting office, scheduling, communication, and technology issuesLeading administrative projects and communicating with the Executive Director regarding staffing and operational prioritiesIdentifying inefficiencies and developing practical solutions As the employee becomes established in the role, they may also assume additional responsibilities involving personnel administration, medical records, marketing and practice communications, payroll or compensation tracking, and general business administration. Compensation will be reviewed as these additional responsibilities are formally assumed. Required QualificationsAt least 3 years of administrative, office-management, operations, or comparable professional experienceAt least 1 year of administrative experience in a healthcare, mental health, medical, or patient-care environmentStrong written and verbal communication skillsExcellent organization, attention to detail, and follow-throughAbility to manage multiple priorities, deadlines, and ongoing projectsStrong professional judgment and problem-solving skillsAbility to communicate compassionately with patients while maintaining professional boundariesAbility to handle confidential and sensitive informationExperience maintaining spreadsheets, trackers, reports, or other detailed administrative systemsGenuine interest in developing into a long-term management positionPreferred QualificationsStrong Microsoft Office/Microsoft 365 skills, especially Excel, Word, Outlook, PowerPoint, and TeamsStrong Excel skills, including organizing data, formulas/functions, sorting/filtering, and maintaining detailed tracking spreadsheetsGoogle Workspace Previous experience supervising or training administrative employeesExperience in a private mental health or medical practiceFamiliarity with HIPAA, patient scheduling, intake coordination, medical records, or patient accountsExperience with Zocdoc, Headway, or comparable healthcare platformsExperience creating procedures, training materials, or workflow improvementsBachelor’s degree or equivalent combination of education and relevant professional experience Compensation & Transition StructureThe position begins with a structured, full-time training period at $30.00 per hour. During the first several months, the selected candidate will work closely with our current Office Manager to learn the practice’s administrative systems, patient workflows, personnel structure, policies, and daily operations.The anticipated transition into the full Practice Manager role is January 2027, contingent upon successful completion of training and demonstrated readiness to independently assume the position.The salaried compensation does not begin during the training period. Upon formal transition into the Practice Manager role, the anticipated starting salary is $80,000–$90,000 annually.As the employee becomes established and formally assumes additional practice-administration responsibilities, compensation may grow to $100,000+, depending on performance and the scope of responsibilities assumed.Benefits Following Transition to Practice ManagerEmployer-sponsored health insuranceEligibility to participate in the practice’s retirement plan, subject to plan terms and eligibility requirementsPotential discretionary bonuses and additional benefits as determined by the practice How to ApplySubmitting an application through LinkedIn alone is not sufficient for full consideration.Because this position involves a structured transition into practice management and a broad range of administrative and operational responsibilities, applicants should carefully review the complete posting before applying.To be fully considered, please email the following materials directly to:Alethia Williams-Thom, Office Manager (alethia.williams@behavioralassociates.com)Subject: Practice Manager Application – [Your Full Name]Please include:A current resumeA cover letter describing your relevant experience and interest in training to become the Practice Manager of a private mental health practiceTwo professional references, including each person’s name, title, professional relationship to you, email address, and telephone numberCandidates who apply through LinkedIn but do not email all requested materials directly will not be fully considered.Behavioral Associates is an equal opportunity employer. We value a professional environment that respects individuals of different backgrounds, identities, experiences, and perspectives.