PRACTICE MANAGER - 6/24/ 2025
Job Overview:
We are seeking a highly organized and detail-oriented Practice Manager to join our team at a busy group therapy practice with 10+ clinicians. This is a W2 full time position M-Th in our beautiful office located in historic downtown Pendleton. 

The ideal candidate will play a crucial role in ensuring the smooth day-to-day operations of the office while providing exceptional customer service to both clients and staff. This is an opportunity to work in a dynamic and supportive mental health environment where your contributions will directly impact the experience of both our clients and our team. 

Key Responsibilities:
Administrative Support:
- Manage day-to-day office operations, including answering phones, scheduling intake appointments, and managing calendars for all clinicians.
- Maintain client files and ensure confidentiality in accordance with HIPAA and office policies.
- Manage waitlist and fill in clinician spaces in a timely manner 
- Process and track client payments, insurance claims, and all billing.
- Handle intake paperwork and ensure new client data is accurately entered into the practice management system.
- Maintain all reports and spreadsheets including call logs, clinician hours, practice management documents, referral documents etc 

Client Relations:
- Greet clients and ensure a welcoming, supportive environment.
- Assist clients with scheduling and rescheduling appointments, addressing inquiries, and providing general information
- Handle confidential and sensitive client information with discretion.

Office Organization & Maintenance:
- Keep the office environment clean, organized, and well-stocked with necessary supplies.
- Ensure office equipment (phones, computers, printers, etc.) is functioning properly and coordinate maintenance when needed.

Team Support:
- Provide clerical support to clinicians and administrators, including preparing reports and other documentation.
- Assist with onboarding new staff, including managing training schedules and ensuring all required documentation is completed.
- Communicate with clinicians to coordinate appointment schedules, faxing, printing, patient referrals, and office needs.
- Lead meetings as assigned 

Financial Management:
- Manage billing, payments, and insurance verification, working with both clients and insurance companies to resolve issues.
- Maintain accurate records of financial transactions and process payments for sessions.

Qualifications:
Experience:
Minimum of 1 year of experience in an office management, coordination, or administrative role, preferably within a healthcare, academic, or therapy setting, or other relevant experience - we will train the right person! 
Skills:
Strong organizational skills and the ability to manage multiple tasks simultaneously.
Excellent communication skills, both verbal and written.
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and office management software (experience with therapy-specific software like SimplePractice is a plus)
Awareness of insurance billing basics including deductibles, premiums, copays, coinsurance, etc
Ability to maintain confidentiality and comply with HIPAA regulations.
Education:
Bachelor’s degree preferred
Personal Traits:
Friendly, approachable, and professional demeanor.
Ability to work independently and as part of a team.
Problem-solving attitude and strong attention to detail.
Compassionate and understanding, especially in handling sensitive client matters.

Benefits:
Competitive salary based on experience ($49,500 - $54,500 annually) 
13 Paid Holidays annually
54 hours of PTO annually
401k with 100% match for first 3%, 50% match for next 2%, if elected
Short Term Disability Coverage (if elected) 
Ongoing professional development opportunities
Supportive, collaborative work environment

The Well Center, LLC places a high value on its staff and has cultivated a work place culture of collaboration, mutual respect, open communication, independence, and a structure that encourages work/life balance.

The Well Center is an Equal Opportunity Employer seeking to build an inclusive workplace that reflects and serves our diverse community. We strongly encourage applications from people of color, all gender identities, foreign language speakers, and the LGBTQIA+ community.