Job Description

Position Description

We are seeking a highly organized, proactive, and empathetic Practice Manager to oversee the daily operations of our growing mental health private practice with four locations across Connecticut. This role requires a blend of administrative expertise, leadership, and people skills to ensure the smooth functioning of our offices and to support our team in delivering exceptional client care.

Reporting directly to the Chief Executive Officer, the Practice Manager will ensure excellence in customer service and operational efficiency. This individual must demonstrate empathy, professionalism, and a collaborative approach to supporting both clients and administrative staff. We are looking for someone who is great with people, understands the complexities of mental health and is a team player. 

Responsibilities:

Team Supervision & Training

• Provide leadership, support, and supervision to front office receptionists and med management coordinators across all four locations.
• Onboard and train new front office staff in practice policies, systems, and workflows.
• Conduct regular check-ins, team meetings, and performance evaluations to ensure consistent quality of client-facing services and satisfaction of team members.
• Foster a collaborative, respectful, and positive work culture.

Scheduling & Client Flow Management

• Maintain the practice’s waitlist in coordination with clinicians and scheduling staff.
• Ensure smooth workflows related to scheduling, cancellations, and rescheduling processes.
• Collaborate with clinical staff and receptionists to optimize client appointment flow and experience.
• Oversee patient registration workflows to ensure accuracy and efficiency.
• Ensure effective use of referral and intake platforms for new client acquisition.
• Serve as a secondary point of contact for incoming calls, client inquiries, and appointment scheduling as needed.

Facilities & Office Management

• Oversee the physical facilities of all four locations, ensuring they are clean, safe, and well-maintained.
• Coordinate with vendors and service providers for maintenance, repairs, and facility needs.
• Monitor and manage office supplies inventory; order and distribute supplies as needed.

Administrative & Operational Support

• Perform administrative tasks including faxing, scanning, and managing incoming/outgoing mail.
• Review and sort mail daily, forwarding invoices and relevant documents to appropriate team members.
• Maintain organized records and ensure compliance with HIPAA and other relevant regulations.
• Handle banking tasks such as preparing and making deposits at the bank.
• Assist the CEO with day-to-day administrative tasks, as requested.

Team Culture & Communication

• Act as a liaison between administrative and clinical staff to promote open communication and alignment.
• Contribute to a workplace culture rooted in compassion, professionalism, and inclusivity.
• Help organize team-building activities and staff appreciation initiatives.

Qualifications

• 3+ years of relevant experience in behavioral health, medical office, or customer service setting
• Demonstrated leadership or supervisory experience 
• Strong interpersonal and communication skills; able to maintain professionalism and compassion under pressure.
• Ability to manage priorities across different locations 
• Highly organized with keen attention to detail and problem-solving abilities.
• Proficiency with Google Workspace and other relevant technology tools.
• Understanding of HIPAA and ability to handle sensitive information with the highest standards of confidentiality.
• High school diploma or equivalent required; additional education or training in healthcare administration is a plus.

Schedule:

• 8-hour shift
• Monday to Friday - 8:30 am - 5:00 pm

About Us:

Stokes Counseling is a private counseling practice with offices located in Naugatuck and Ansonia, CT.  Telehealth and in-home services are available throughout the state.   Our licensed therapists provide individual, family, and couples counseling to children and adults.   Stokes Counseling is committed to providing a trusting, engaging, and collaborative environment with our clients. We believe our clients are experts in themselves, and we are the guides to help them manage ways to overcome what is currently getting in the way of living the life they deserve.

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