Practice Manager for Intensive Outpatient Treatment Center for College Students - The Haven At College

About Us

The Haven at College provides an intensive outpatient treatment program focusing on college students based in California with mental health and substance use disorders. Our in-person location is in LA near the University of Southern California. Online we treat college students all across California. Our vision is for every major college across the country to have a Haven at College. Our intensive outpatient treatment program provides direct clinical services that meet the highest level of substance use disorder and mental health care for college-age adults in California. The Haven’s in person and virtual clinical program inspires students to be engaged in their treatment experience by drawing from a variety of evidence-based theories to help them feel supported and understood as they heal and grow.

The Haven is an early-stage growth company, and this position provides a unique opportunity to join a passionate team that will drive accelerated expansion while helping address the increasing mental health and substance use disorder demands on University campuses.

Position Overview

You will play a critical role in the delivery of high-quality clinical services to clients with mental health and substance use disorders in an intensive outpatient treatment setting. The ideal candidate will have a desire and passion to be part of a dynamic team working together to build the premier behavioral health company that meets the unique needs of college students and their families. The candidate shall have  knowledge of alcohol and/or other drug related problems and the treatment and recovery process and shall have sufficient administrative and personnel skills to direct the program

In this role, you will handle all daily operations. As a practice manager, you'll ensure efficient and accurate billing, and you'll also create and implement budgets, policies, procedures and protocols.

Job Responsibilities

Reports to Chief Operating Officer

Human Resource Skills

• Skills in training, motivating and supervising front office/front desk, clinical, and billing staff
• Conduct team member training evaluations, celebrate high performance, create improvement opportunity plans, and verbals/write ups if needed.
• Works with staff supervisors, COO and HR to address personnel issues.

Administrative Skills

• Coordinate regular team meetings and send re caps to the team.
• Coordinates the scheduling of clinicians.
• Outstanding customer service skills (both telephone and in person) with a positive, friendly attitude
• Ability to multi-task effectively
• Ability to make effective administrative/procedural decisions and recommendations 
• Knowledge of patient care protocols, procedures, regulations, and standards
• Making Reports to the Executive Team

Operations Responsibilities

• Ensure operations run smoothly daily. This includes promoting positive client experiences, reviews, team members job satisfaction, workplace efficiency, shorter wait times, and completion of tasks.
• Troubleshoot problems such as non-working equipment, client complaints, inefficiencies, workplace conflicts, and other items that may disrupt operations
• Manage Client Dashboards and KPIs
• Work with various departments on improvement initiatives.
• Creates a positive and productive work environment to attract and retain staff, providers and patients

Revenue Cycle Management

• Knowledge of revenue cycle management and accounts receivable
• Past experience as a Medical Biller with working knowledge of coding, billing,  collections, documentation, quality reporting guidelines
• Adept at working with insurance managed care companies on claims, denials, preauthorizations, fees schedules and timely charge entry and with billing companies

Compliance

• Knowledgeable of Legal and Human Resource issues
• Maintain compliance with California Department of Healthcare Services, FERPA, HIPAA, OSHA, The Joint Commission, and all federal, state and local laws. 
• Supports the COO and Clinical Director with producing plans for improving quality and patient safety.
• Ensures that the site maintains a clinician documentation and coding audit program

Financial Responsibilities

• Experience in managing QuickBooks, accounts payable, and financial reporting in coordination with accountant/controller
• Develops and manages  annual budget.
• Reviews monthly financial data and develops meaningful tools to assist in the understanding of how the practice is performing.
• Prepares and responds to monthly budget variance reports.
• Monitors monthly statistical reports and trends and develops actions plans accordingly.
• Works with the COO to develop cost effective staffing models and office operations.

Key Software

• Billing Software - CollabMD preferred 
• Microsoft Office Suite - Proficient with Microsoft Excel
• Electronic Medical Record - Kipu Preferred
• Customer Relationship Management - Kipu Preferred
• Financial Management Software - Quickbooks Online Prefferred

Experience & Education

• Minimum Experience: Prior leadership experience in a medical office environment or other relevant professional experience; requires a minimum of 4 years in combination with meeting education requirements. Four years of experience directly supervising non-exempt staff and leadership team is required.
• Bachelor's Degree Required in finance, healthcare administration, or counseling, marriage and family therapy, psychology or social work. 
• Masters in business administration or healthcare administration (MBA or MHA)  preferred 
• Advanced certification preferred through the Medical Group Management Association (MGMA) and American Academy of Professional Codes

Additional Requirements

• Environments Demands and Exposures to Hazards: (OSHA Level - II). Normal work routine involves no exposure to blood, body fluid, tissues, but employment may require some unplanned, Category I activities.
• Essential Physical/Mental Demands
  • Physical Demands: Must be ambulatory
  • Must have visual/hearing acuity
• Mental Demands:
  • Must have verbal ability
  • Must be able to comprehend instructions
  • Must be able to write legibly
  • Must be able to comprehend/interpret charts, diagrams, possess inductive and deductive reasoning.
• Manual Dexterity Required:
  • Must possess dexterity, stand, sit, walk, lift and carry twenty pounds for short distances
• Meet drug screening and background testing as per state and agency requirements

Benefits (Full-Time Only)

• Comprehensive Medical, Dental and Vision plans coverage since day one
• 401k Retirement Savings Program
• Health savings account (HSA)
• Health care flexible spending account (FSA)
• Limited health care flexible spending account (LFSA)
• Dependent care flexible spending account (DCFSA)
• Prescription drug coverage
• Basic life and accidental death & dismemberment (AD&D) coverage
• Supplemental life insurance
• Supplemental accidental death & dismemberment (AD&D) insurance