Practice Manager

Mental Health Practice Manager

Qualifications:

• Bachelor's degree in Healthcare Administration, Business Management, or related field (preferred).
• Proven experience in office management or administration, preferably in a healthcare or mental health setting.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Proficiency in relevant software applications, including EHR systems.

Role Overview:

The Mental Health Practice Manager plays a crucial role in the efficient operation of AIM. This position requires exceptional organizational, administrative, and interpersonal skills to ensure a smooth workflow, excellent patient experience, and effective communication within the office.

Key Responsibilities:

• Office Operations:
• Coordinate schedules and appointments for mental health professionals.
• Manage patient records, ensuring accuracy, confidentiality, and compliance with relevant regulations.
• Handle incoming calls, emails, and inquiries, providing timely and accurate information.
• Manage inventory of office supplies and troubleshoot office tool problems.
• Clean and tidy office common areas 
• Must be in office and available to greet clients during  business hours.  
• Client Relations:
• Greet patients and visitors warmly, creating a welcoming and comfortable environment.
• Assist clients in scheduling appointments, verifying insurance information, payment, and completing necessary paperwork.
• Address patient concerns or issues promptly and professionally.
• Manage patient feedback and implement improvements to enhance client satisfaction.
• Staff Coordination:
•  Collaborate with mental health professionals to optimize their schedules and support their administrative needs.
• Assist in recruitment efforts by coordinating interviews, collecting application materials, and maintaining candidate records.
• Client Data Management:
• Maintain client electronic health records (EHR) system, ensuring client data is updated and accurate.
• Billing Process Oversight:
• Manage the billing cycle, including the creation and submission of invoices for services rendered.
• Review billing codes and ensure accurate entry in accordance with industry standards and insurance requirements.
• Monitor accounts receivable and follow up on outstanding balances.
• Address billing inquiries from clients, insurance providers, and staff members.
• Insurance Claims:
• Verify insurance eligibility and coverage for clients prior to appointments.
• Collaborate with clinicians to ensure initial forms are completed with accuracy regarding client demographic and insurance information to support seamless  insurance claims processing. 
• As needed, track and monitor the status of specific insurance claims.  
• Electronic Financial Record keeping:
• Maintain organized and up-to-date electronic financial records related to billing, invoices, and insurance claims within the EHR.
• Reconcile billing and payment records regularly to identify discrepancies and resolve issues.
• Generate financial reports and summaries for management review and decision-making.
• Insurance Verification & Authorization:
• Verify insurance coverage for new clients and update existing clients' insurance information.
• Obtain necessary authorizations from insurance providers for services requiring pre-approval.
• Collaborate with clients to ensure proper completion of insurance-related paperwork.
• When requested, complete a spot check review to ensure templates are set and correct within Simple Practice 
• Coordination with Clinical Team:
• Communicate effectively with clinicians to ensure accurate and complete documentation for billing and insurance purposes.
• Address any questions or concerns related to billing and insurance from the clinical team.

Duties: 

• Maintaining Compliance:
• Ensure adherence to HIPAA and other relevant regulations in all billing and insurance-related activities.
• Stay informed about changes in insurance regulations, coding guidelines, and industry best practices.
• Problem Resolution:
• As needed, assist with obtaining client payment and navigate any balance disputes with fairness and factual information.   
• Client Education:
• Educate clients on insurance coverage, billing processes, and any financial responsibilities.
• Provide clear explanations of insurance policies, benefits, and potential out-of-pocket costs.