Mental Health Clinic Manager

Practice Manager – Behavioral Health Clinic (Full-Time, On-Site)

Eastside Psychiatry and TMS Center – Renton, WA

Job Type: Full-Time, On-Site

Schedule: Monday–Friday

Compensation: DOE

About Us

Eastside Psychiatry and TMS Center is a patient-focused behavioral health practice offering psychiatric medication management, psychotherapy, and TMS services. Our team includes 3 Psychiatric Nurse Practitioners, 3 Mental Health Counselors, and 5 Administrative team members, all dedicated to delivering high-quality, compassionate care. We are seeking an experienced Practice Manager to oversee daily operations and ensure the clinic runs smoothly, efficiently, and most importantly collaboratively.

Position Summary

The Practice Manager serves as the operational backbone of the clinic—providing hands-on support, leadership, workflow oversight, and team coordination across clinical and administrative functions. This role is responsible for creating a seamless experience for both patients and providers while ensuring operational compliance, excellent communication, and effective problem solving.

Day-to-Day Operational Responsibilities

Clinic Operations & Workflow Management

• Monitor daily schedules for 3 psychiatric NPs, 3 counselors, and TMS services; proactively adjust for cancellations, add-ons, or unexpected provider needs.
• Oversee patient flow from check-in to check-out, ensuring wait times are minimized.
• Troubleshoot operational issues in real time (e.g., appointment conflicts, EHR glitches, staffing gaps, patient concerns).
• Ensure exam rooms, therapy rooms, and TMS rooms are properly maintained, stocked, and functional.
• Oversee safety protocols and maintain a calm, patient-centered environment.

Staff Leadership & Team Coordination

• Provide on-site leadership and support for a team of 5 administrative staff (front desk, scheduling, referrals, prior authorizations).
• Coach and mentor clinical and administrative staff; support professional development and team-building. Troubleshoot when duties are not within guidelines of the clinic.
• Manage performance expectations, address concerns, and coordinate staff coverage/vacation schedules.
• Promote effective communication between providers, clinical support, and administrative staff.

Patient Experience & Service Quality

• Serve as a point of escalation for patient complaints, complex scheduling needs, or sensitive concerns.
• Ensure patients receive timely responses regarding medication refills, messages, records requests, and billing questions (in collaboration with staff and outsourced partners).
• Oversee patient care and communication
• Maintain a high standard of customer service and professionalism throughout patient interactions.

Administrative Oversight

• Supervise front desk operations, scheduling, phones, messaging, and provider support tasks.
• Oversee insurance verification, prior authorization workflows, and referral management.
• Maintain organized record-keeping systems, ensuring HIPAA compliance and data integrity.
• Coordinate with IT vendors on hardware, software, EHR, and telehealth system needs.
• Process invoices, manage supply inventory, and ensure efficient ordering.

Financial & Billing Coordination

• Collaborate with billing and revenue cycle partners to monitor claim submissions, denials, and trends.
• Review weekly/monthly financial reports and provider productivity metrics.
• Assist with payment processing, resolving patient balance questions, and clarifying billing workflows with staff.
• Support budget planning and identify opportunities to improve operational efficiency.

Compliance, Quality, and Policy Management

• Maintain up-to-date knowledge of mental health regulations, HIPAA, OSHA, and payer guidelines.
• Ensure provider credentials and licensure documents remain current; manage renewals when needed.
• Develop, update, and implement clinic policies, standard operating procedures, and training materials.
• Oversee TMS operational compliance (treatment logs, daily checklists, device maintenance coordination).

QualificationsRequired

• 3+ years of experience in medical or behavioral health practice management.
• Proven supervisory experience with both clinical and administrative teams.
• Strong organizational skills with the ability to prioritize in a fast-paced setting.
• Proficiency with EHR systems, scheduling platforms, and basic data analytics.
• Excellent communication, conflict resolution, and customer service abilities.
• Ability to work full-time, on-site.

Preferred

• Experience in psychiatry, mental health counseling, or TMS operations.
• Knowledge of insurance verification, authorizations, and revenue cycle management.
• Background in process improvement or healthcare compliance.

Why Join Eastside Psychiatry and TMS Center?

• Supportive, mission-driven team environment.
• Opportunity to influence systems, workflows, and long-term clinic growth.
• Work directly with compassionate providers dedicated to high-quality care.
• Competitive compensation and full benefits package.
• Meaningful work in a growing mental health practice.

Job Type: Full-time

Pay: $ $40.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person