Practice Manager & Executive Assistant (Remote)

Job Title: Practice Manager & Executive Assistant (Remote) About the Client:  Offer an array of online training courses by working with our clients through professional and mental health workbooks. They use psychoeducation and educate about: Personality Disorders, Mood Disorders, Depression, Anxiety, Social Skills Training, Post Traumatic Stress Disorder, and Anger Management. Overview: We are seeking a high-level, "Type A" Senior Operational Manager to serve as the heartbeat of our private mental health practice. This is not a standard front-desk role; this is a leadership position for a self-motivated professional who operates with a high sense of urgency, extreme organization, and a "consider it done" mentality. You will be the special assistant to the Owner, managing both the professional operations of the clinic and high-priority administrative tasks. You are the gatekeeper, the fixer, and the primary point of contact for clients and therapists.  Responsibilities : 1. Practice Operations & Client Relations  Handle calls with a professional, empathetic tone. Convert inquiries into booked appointments promptly. Manage the calendar with precision, confirming appointments and ensuring zero gaps in productivity. Collect co-pays/deductibles at the time of service. Coordinate with the biller to resolve underpaid claims and communicate with clients regarding denials. Act as the first point of contact for billing concerns, resolving them with emotional intelligence and clarity. 2. Executive Support & Financial Oversight  Act as the Owner's "Right Hand," anticipating needs before they arise. Maintain constant communication regarding desk status and task progress. Utilize QuickBooks and Google Spreadsheets to track daily office expenses, tax-related documents, and bank statements. Implement systems to put recurring bills on autopay and streamline office workflows. Maintain a meticulously color-coded and organized digital/physical filing system. 3. Communication & Follow-Through  Monitor and respond to emails at least 3x daily, ensuring a "don't worry, I'll take care of this" level of service. Whether a task takes an hour or a month, you are responsible for seeing it through to 100% completion without being reminded. Qualifications: Minimum 3–5 years in a Medical Mental Health Office Management or High-Level Executive Assistant role. Previous Mental Health experience is highly preferred Advanced knowledge of QuickBooks, Google Workspace (Sheets/Docs), and Mental Health EHR software. Familiarity with CPT codes Mental Health and Cardiology is a significant plus. Must be highly accessible and prompt in returning calls/messages. Must possess an optimistic "can-do" mentality, high emotional intelligence, and the ability to multitask in a fast-paced environment without losing your cool. Schedule: Night Shift Setup: Remote Why Join STAFFVIRTUAL? Competitive compensation and benefits package HMO Day 1 + FREE dependent coverage De minimis and allowances Attendance bonus Paid time offs Company-provided work setup (laptop, monitor, accessories) Training, career growth, and global exposure A collaborative and supportive team culture If you're a motivated, client-focused professional who's ready to grow with a company that values people and performance, we'd love to hear from you. Apply now and join our dynamic team at STAFFVIRTUAL!