Behavioral Health Practice Operations Supervisor (Remote – Full-Time)

About the Role

We are a growing U.S.-based behavioral health / psychiatry practice. We are seeking a highly organized, proactive Operations Supervisor to oversee and optimize day-to-day administrative and operational functions of the practice.

This is not a basic virtual assistant role. This position includes team supervision, operational leadership, and ownership of core practice functions, including front office operations, billing coordination, clinical support staff oversight, and support of marketing initiatives. The ideal candidate is both a leader and a hands-on contributor when needed.

Key Responsibilities
Operations & Workflow Management
- Oversee daily administrative operations of a telehealth psychiatry practice
- Monitor and optimize provider scheduling and patient flow
- Identify workflow inefficiencies and implement scalable improvements
- Assist office manager in the creation, implementation, and ongoing maintenance of policy and procedure manuals (SOPs)

Team Supervision & Leadership
- Supervise and support administrative and clinical support staff, including Front office team
Billing personnel, and Office nurse
- Foster a positive, accountable, and collaborative team environment
- Monitor team performance, productivity, and responsiveness
- Support hiring, onboarding, and training of new tea ---------- mbers
- Promote employee satisfaction, retention, and professional growth

Billing Oversight & Revenue Cycle Coordination
- Oversee billing workflows to ensure accuracy and timeliness
- Monitor claims lifecycle from submission to payment
- Identify and troubleshoot claim denials or delays
- Coordinate with billing staff to resolve insurance-related issues
- Ensure proper insurance verification and prior authorization processes are followed
- Maintain awareness of CPT coding (e.g., 99214, 90837, add-on codes) and payer expectations

Patient Coordination & Escalation Management
- Ensure smooth scheduling, rescheduling, and patient communication processes
- Maintain high standards for patient experience and responsiveness
- Handle escalated patient concerns professionally and effectively, including sensitive or complex behavioral health situations
- Support development of processes to improve patient satisfaction and reduce complaints

EHR & Administrative Systems
- Oversee use of electronic health record (EHR) systems
- Ensure accuracy and organization of patient data and workflows
- Support implementation of system improvements and automation where appropriate

Hands-On Support, Coverage & Flexibility
- Backfill key roles when tea ---------- mbers are out (e.g., front office, billing support, patient coordination)
- Provide hands-on support during high-volume periods to ensure continuity of operations
- Assist with overflow tasks, including patient calls, scheduling, insurance verification, and billing coordination
- Maintain cross-functional knowledge of all core workflows to ensure seamless coverage

Marketing & Growth Support
- Assist with marketing initiatives and projects to support practice growth
- Support social media management, including content coordination, posting, and engagement
- Help track and organize marketing efforts and basic performance metrics
- Coordinate with leadership on implementation of marketing strategies

Communication & Oversight
- Act as a central point of coordination between provider and staff
- Track key operational tasks and ensure timely completion
- Provide regular updates on operations, risks, and opportunities for improvement

Required Qualifications
- 3+ years experience in behavioral health, psychiatry, or mental health practice settings (REQUIRED)
- 3+ years experience in healthcare administration or medical virtual assistant roles
- Prior experience in a lead, supervisory, or management capacity
- Strong understanding of U.S. behavioral health workflows and practice operations
- Experience with Insurance verification, Claims processes and troubleshooting & Medical scheduling and patient coordination
- Excellent mastery of the English language (written and spoken)
- Demonstrated ability to handle escalated or sensitive patient situations
- Strong leadership, team-building, and communication skills
- Highly organized with strong problem-solving ability
- Ability to be both strategic and hands-on when needed

Preferred Qualifications (Still Valued)
- Familiarity with Medicaid and/or complex payer environments
- Experience with EHR systems (e.g., SimplePractice, Kareo, Athenahealth, etc.)
- Background in revenue cycle management (RCM)
- Experience managing remote teams
- Experience supporting marketing or social media initiatives

Work Schedule (Strict Requirement)
- Full-time (40 hours/week),
- Must work during U.S. Eastern Time business hours: 8:00 AM – 5:00 PM EST
- This schedule is required for real-time coordination with patients and staff

Compensation
- Competitive (based on experience and leadership background)
- Opportunity for advancement into higher-level operational roles

What We’re Looking For
- A confident leader who can manage and develop a team
- Someone who takes ownership of operations, not just assigned tasks
- A professional who is comfortable stepping in wherever needed to support the team
- Strong problem-solver with the ability to troubleshoot complex issues (especially billing/claims)
- A leader who understands the unique needs and sensitivities of behavioral health patients and workflows

PLEASE BE SURE TO INCLUDE RESUME.

Applicants without resume submission demonstrating direct behavioral health or psychiatry experience will not be considered.

We are seeking a long-term tea ---------- mber who can grow into a key leadership role within the organization and help build a high-functioning, patient-centered practice.