Mental Health Clinic Practice Manager

Health Haven•West Palm Beach, FL

10d•Onsite

About The Position

The Mental Health Clinic Practice Manager oversees daily clinic operations, patient experience, staff performance, and growth across Health Haven’s outpatient locations. This hands-on leadership role focuses on patient access, provider productivity, documentation, revenue-cycle performance, retention, and referral development while maintaining safe, compassionate care. The manager also ensures clinics remain clean, organized, well-stocked, and welcoming. The role includes coordinating appropriate referrals to Health Synergy Clinical Research, educating staff on approved referral procedures, protecting patient privacy, and ensuring research participation remains voluntary and separate from routine treatment decisions. It also involves community outreach and referral development, monitoring clinical documentation and quality, overseeing multi-site operations, supporting providers and staff, improving revenue-cycle performance, and maintaining operational reporting and systems. The ideal candidate is a proactive, accountable healthcare leader who can build relationships, improve workflows, solve problems, and deliver measurable results while supporting clinical excellence and organizational growth. The position requires travel between assigned clinic locations and a visible, hands-on presence across sites.

Requirements

Management or supervisory experience in healthcare, behavioral health, outpatient medical practices, or high-volume service environments.
Ability to set expectations, coach employees, address performance concerns, manage competing priorities, and achieve measurable operational goals.
Ability to communicate calmly and compassionately with patients and families experiencing stress, frustration, anxiety, or behavioral health symptoms while maintaining professional boundaries and escalating concerns appropriately.
Strong organization, problem-solving, communication, and project-management skills, including the ability to evaluate performance data, identify workflow gaps, and implement solutions.
Ability to build effective relationships with providers and clinical teams, resolve operational barriers, and communicate expectations clearly and respectfully.
Familiarity with insurance verification, prior authorizations, medical billing, claim denials, accounts receivable, and healthcare documentation requirements.
Experience using electronic health records, scheduling systems, spreadsheets, reporting dashboards, and project-management tools.
Working knowledge of HIPAA, OSHA, payer requirements, confidentiality standards, and healthcare compliance, with judgment to identify and escalate potential concerns.
Integrity, resilience, tenacity, sound judgment, organization, and a solutions-oriented mindset; willingness to learn and take ownership of unfamiliar aspects of clinic operations, revenue-cycle management, compliance, and clinical research.
Ability to travel between assigned clinic locations and maintain a visible, hands-on presence across sites.

Nice To Haves

Bachelor’s degree in healthcare administration, business administration, management, public health, or a related field preferred; equivalent healthcare operations and leadership experience may be considered.
Multi-site clinic management and multidisciplinary team leadership are strongly preferred.
KPI tracking and operational reporting experience preferred.
Direct mental health or behavioral health experience is strongly preferred. Candidates with strong healthcare management experience may also be considered if they demonstrate compassion, sound judgment, and a genuine willingness to learn how to support mental health patients effectively.

Responsibilities

Oversee daily operations across clinic locations, including staffing, patient flow, scheduling, supplies, cleanliness, and facility readiness.
Standardize workflows, maintain organized systems, and promptly address operational or compliance concerns.
Maintain a welcoming and compassionate patient environment; address concerns, monitor satisfaction and retention, and coordinate follow-up while protecting privacy and dignity.
Build provider relationships, monitor productivity and documentation, resolve workflow barriers, support onboarding, and address performance concerns while prioritizing clinical quality and appropriate care.
Partner with billing, credentialing, and finance teams to improve insurance verification, authorizations, claim resolution, and accounts receivable, reduce preventable denials, and maintain accurate, ethical billing.
Optimize provider schedules, fill cancellations, reduce preventable no-shows, monitor appointment utilization, and coordinate patient follow-up in support of clinical needs and safe care.
Supervise, coach, and develop designated clinic staff; establish expectations, monitor performance, address workflow issues, and promote accountability, collaboration, and professional growth.
Monitor timely, accurate, and complete clinical documentation, coordinate resolution of deficiencies, and implement workflow improvements while maintaining documentation integrity and compliance.
Coordinate appropriate referrals to Health Synergy Clinical Research, educate staff on approved referral procedures, protect patient privacy, and ensure participation remains voluntary and separate from routine treatment decisions.
Build relationships with hospitals, medical practices, behavioral health programs, and community organizations; conduct outreach, track referral conversion, and collaborate with marketing to increase appropriate referrals.
Maintain a multi-site operations dashboard, monitor key performance indicators, identify operational gaps, standardize workflows, and implement solutions that improve efficiency and measurable results.
Perform additional responsibilities consistent with the role and organizational needs as the organization grows.
Travel between assigned clinic locations and maintain a visible, hands-on presence across sites.