Practice Manager

Practice Manager

We are searching for an experienced Practice Manager at our Naropa Community Counseling Center facility. 

Click here to apply: https://naropa.csod.com/ux/ats/careersite/1/home/requisition/930?c=naropa

Position Title: Naropa Community Counseling Practice Manager
# of Positions to Fill: 1
Department/Program: NCCC 93000
Work Authorization: 100% On-Site
Campus Location: Naropa Community Counseling Center
Reports to: Clinical Director, Naropa Community Counseling
FLSA Classification: Exempt/Salaried
FTE: 100% (40 hrs/week)
Compensation: $67,100-74,800 based on prior experience
Application Deadline: February 17, 2024

Job Summary
Naropa Community Counseling (NCC) is an outpatient mental health counseling clinic staffed by 2 licensed mental health providers who supervise the work of fifteen 2nd and 3rd year graduate student interns and five unlicensed therapists, serving between 200-260 clients at any given time. The Naropa Community Counseling Practice Manager (PM) is responsible for ensuring that the clinic runs smoothly for interns, extern staff and clients served, and partners with the NCC Director to continuously improve clinic finances and operations. The ideal candidate is enthusiastic and dedicated to improving the customer experience and expanding access to affordable mental health care. The PM leads the administrative team and supports clinical staff within the Naropa Community Counseling program. The PM creates, oversees, and sustains clinic operational procedures, including customer service, scheduling, invoicing and billing, and social media presence for the counseling center. This position serves as Naropa Community Counseling point of contact for any behavioral health emergent needs if Clinical Director is unavailable. Supports and upholds departmental policies and procedures, objectives, OBH rules and regulations, OSHA rules and regulations, and HIPAA/ FERPA practices.

Job Duties & Responsibilities
• Coordinate and direct NCC daily operations (client intake scheduling, office equipment and supplies, patient complaints, coordination with external and internal entities for patient care, warm handoffs/crisis/urgent needs, tracking provider time-off, etc.), review work flows and processes with Clinical Director/other leadership.
• Responsible for NCC support staff and coverage of phones, front desk reception, outreach and communication to clients seeking services. Lead selection, training, development, and coaching of NCC undergraduate interns, work-study and graduate assistant staff members (3-5 individuals). Develops and delivers consistent training in excellent customer service and holds staff accountable to same. 
• Assist Clinical Director in developing and tracking the NCC operating budget, along with tracking monthly revenue, missed appointments, and productivity of NCC team members. Complete and oversee billing and collection of fees for services, including Medicaid billing, private pay clients, and a few small contracts or grants with community partners. Produce monthly reports on these metrics to help identify areas for improvement in capturing fees and reducing costs of clinic services. 
• Ensure compliance with and support and uphold departmental policies and procedures, objectives, OBH Rules and Regulations, OSHA Rules and Regulations, and HIPAA/ FERPA practices. Assist with updating and/or creating new NCC policies and procedures each year. This position serves as the clinic HIPAA/privacy officer. 
• Oversee NCC’s social media presence and advertising in the local community to ensure consistent and positive messaging, and to increase engagement with our clinic. 
•Coordinate with external and internal entities for Center needs including credentialing, Medicaid compliance audits, and staffing changes per OBH standards; review processes with Clinical Director. 
• Ensure interns and staff have resources to do their job well through maintaining office supplies, manage facility and IT requests for the department, and scheduling meeting rooms for group meetings for interns. Serves as point person for all interns and staff around learning and troubleshooting NCC’s electronic health record (EHR) system, billing and policies. 
• Collects and manages data related to a current study underway at NCC that is being overseen by Naropa University’s Institutional Review Board (IRB) for Research. 
• Other duties as assigned.

What Naropa Requires…
• All job candidates must hold a commitment to co-create a diverse and inclusive community and actively participate in related JEDI (Justice, Equity, Diversity & Inclusion) professional development regarding the dynamics of privilege and oppression and the impact these have in the workplace.
• All job candidates must demonstrate their level of understanding of the dynamics of privilege and oppression, and the impact these have on equity, access, and opportunity.
• All job candidates must demonstrate an appropriate level of understanding of and appreciation for the values of Naropa University and the capacity to demonstrate an integration and embodiment of these values as evidenced in work, communication, collaboration styles, and other general workplace behaviors.
Educational requirement:
• Bachelor’s degree in Public Health, Healthcare Administration, Business Administration, or similar
May prior relevant experience substitute for degree? (If yes, please explain.)     ☒Yes         ☐No   
• Prior work experience in healthcare or behavioral health care clinic administration of 2 years or more may substitute for degree.
Minimum length of prior applicable professional experience required:
• Two (2) years of full-time medical or direct behavioral health practice management experience, including managing direct reports
Other Experience, Knowledge, Skills, or Competencies Requirements?
 
• Experience with electronic health records, Medicaid billing and claims, and clinical documentation
• Ability to effectively organize resources, establish priorities, manage details, delegate tasks appropriately and perform multiple tasks
• Extensive Microsoft Office/ 365 knowledge and proficiency
• Professionalism and ability to be discreet with confidential and sensitive issues
• The ability to properly handle sensitive and confidential information (HIPAA, PHI) in accordance with federal and state laws and organization policies, as well as to oversee and ensure proper handling of this information by all staff. 
• Ability to foster professional and productive relationships
• Strong verbal/written communication and organization skills
• Experience with social media marketing 
• Knowledge of medical and behavioral health terminology, BH equipment, HIPAA compliance, OSHA rules and regulations, and OBH rules and regulations required.
• Warm, positive, energetic and can-do demeanor
• Ability to work independently and take initiative 
• The ideal candidate exemplifies NCC’s values of (1) continuous learning, (2) compassion for ourselves and others, (3) reliability to our clients, each other, our agency and the community, (4) respect for diversity of identities and social locations and opinions, and (5) showing joy and good humor
What We’d Like You to Have…
• Five (5) years of full-time medical or behavioral health practice management experience
• University/college degree in health care administration, public health, business administration, or other applicable field of study