Personal Practitioners
OFFICE MANAGER (REMOTE) — FULL-TIME
Mental Health Practitioners
Location: Fully remote (any U.S. state) Hours: Must work Pacific Time (schedule within 8:00 AM–7:00 PM PT) Reports to: COO Compensation: Starting at $80,000/year (commensurate with experience) + full benefits
ABOUT US Mental Health Practitioners is a small, woman-owned psychiatric practice serving approximately 10,000 patients across California, Arizona, and Oregon. Our team of 20+ providers is dedicated to delivering quality mental health care in a supportive, collaborative environment. We’re hiring an Office Manager to lead administrative operations as we continue to grow.
POSITION SUMMARY We’re seeking an Office Manager who is confident, personable, and highly self-directed. This is a hands-on role for someone who can step in quickly, take ownership, and improve systems while supporting a 10+ person remote office staff team.
You will oversee day-to-day operations, coach and manage the office team, and serve as a key point of contact for patient concerns and escalations. This role requires strong communication, calm leadership, and the ability to handle difficult conversations with professionalism and empathy.
Important: While this position is fully remote and you may work from any state, you must be available to work during our hours of operation: 8:00 AM–7:00 PM Pacific Time.
Scope: This role owns day-to-day patient operations and admin team leadership. The COO sets strategic direction and escalates cross-functional decisions.
KEY RESPONSIBILITIES
1) Staff Management & Leadership • Supervise and support a team of 10+ remote office staff members • Conduct regular check-ins, performance reviews, and coaching/feedback • Handle scheduling, time-off requests, and workload distribution • Address staff concerns and resolve interpersonal issues professionally • Recruit, onboard, and train new office staff as needed • Maintain clear communication with team members via Slack and other platforms
2) Patient Relations & Conflict Resolution • Serve as primary contact for escalated patient concerns and complaints • Handle difficult phone conversations with upset or frustrated patients with empathy and professionalism • De-escalate tense situations and work toward appropriate resolutions • Document concerns and implement improvements based on recurring feedback • Maintain HIPAA compliance and patient privacy in all interactions
3) Operations & Policy Development • Help develop, update, and implement office policies and procedures • Ensure team compliance with practice policies, healthcare regulations, and state-specific requirements • Identify inefficiencies and recommend process improvements • Coordinate with leadership on operational initiatives • Support multi-state operations (CA, AZ, OR)
4) Administrative Oversight • Monitor daily operations and ensure smooth workflow • Oversee patient scheduling, billing inquiries, and administrative tasks • Ensure timely communication between office staff, providers, and patients • Generate reports and track key performance metrics • Manage office systems, tools, and technology platforms
REQUIRED QUALIFICATIONS • 3–5+ years of office management or operations management experience • Proven experience supervising and leading teams (5+ employees) • Excellent phone presence and de-escalation skills in difficult conversations • Strong conflict resolution and problem-solving abilities • Excellent written and verbal communication • High independence: able to troubleshoot issues without constant supervision • Availability to work within 8:00 AM–7:00 PM Pacific Time • Healthcare/mental health experience preferred • Proficiency with Google Workspace, Slack, scheduling systems, and basic office software • Working knowledge of HIPAA and patient confidentiality • Reliable internet and a professional home office setup
PREFERRED QUALIFICATIONS • Experience managing remote teams • Behavioral health / mental health practice experience • Familiarity with multi-state practice operations • Experience with EMR/EHR systems and practice management platforms • Knowledge of billing, insurance, and credentialing processes
WHAT WE’RE LOOKING FOR • Builds rapport easily and communicates with warmth and clarity • Takes initiative and follows through to resolution • Calm under pressure; able to balance empathy with firm boundaries • Strong ownership mindset and consistent documentation habits • Adapts quickly to new systems, processes, and shifting priorities • Comfortable collaborating remotely using digital tools and clear communication
COMPENSATION & BENEFITS • Starting salary: $80,000 annually (commensurate with experience) • Full benefits package, including: – Health insurance – Dental and vision coverage – Paid time off – Paid holidays • Fully remote work arrangement • Professional development opportunities
Location: Fully remote (any U.S. state) Hours: Must work Pacific Time (schedule within 8:00 AM–7:00 PM PT) Reports to: COO Compensation: Starting at $80,000/year (commensurate with experience) + full benefits
ABOUT US Mental Health Practitioners is a small, woman-owned psychiatric practice serving approximately 10,000 patients across California, Arizona, and Oregon. Our team of 20+ providers is dedicated to delivering quality mental health care in a supportive, collaborative environment. We’re hiring an Office Manager to lead administrative operations as we continue to grow.
POSITION SUMMARY We’re seeking an Office Manager who is confident, personable, and highly self-directed. This is a hands-on role for someone who can step in quickly, take ownership, and improve systems while supporting a 10+ person remote office staff team.
You will oversee day-to-day operations, coach and manage the office team, and serve as a key point of contact for patient concerns and escalations. This role requires strong communication, calm leadership, and the ability to handle difficult conversations with professionalism and empathy.
Important: While this position is fully remote and you may work from any state, you must be available to work during our hours of operation: 8:00 AM–7:00 PM Pacific Time.
Scope: This role owns day-to-day patient operations and admin team leadership. The COO sets strategic direction and escalates cross-functional decisions.
KEY RESPONSIBILITIES
1) Staff Management & Leadership • Supervise and support a team of 10+ remote office staff members • Conduct regular check-ins, performance reviews, and coaching/feedback • Handle scheduling, time-off requests, and workload distribution • Address staff concerns and resolve interpersonal issues professionally • Recruit, onboard, and train new office staff as needed • Maintain clear communication with team members via Slack and other platforms
2) Patient Relations & Conflict Resolution • Serve as primary contact for escalated patient concerns and complaints • Handle difficult phone conversations with upset or frustrated patients with empathy and professionalism • De-escalate tense situations and work toward appropriate resolutions • Document concerns and implement improvements based on recurring feedback • Maintain HIPAA compliance and patient privacy in all interactions
3) Operations & Policy Development • Help develop, update, and implement office policies and procedures • Ensure team compliance with practice policies, healthcare regulations, and state-specific requirements • Identify inefficiencies and recommend process improvements • Coordinate with leadership on operational initiatives • Support multi-state operations (CA, AZ, OR)
4) Administrative Oversight • Monitor daily operations and ensure smooth workflow • Oversee patient scheduling, billing inquiries, and administrative tasks • Ensure timely communication between office staff, providers, and patients • Generate reports and track key performance metrics • Manage office systems, tools, and technology platforms
REQUIRED QUALIFICATIONS • 3–5+ years of office management or operations management experience • Proven experience supervising and leading teams (5+ employees) • Excellent phone presence and de-escalation skills in difficult conversations • Strong conflict resolution and problem-solving abilities • Excellent written and verbal communication • High independence: able to troubleshoot issues without constant supervision • Availability to work within 8:00 AM–7:00 PM Pacific Time • Healthcare/mental health experience preferred • Proficiency with Google Workspace, Slack, scheduling systems, and basic office software • Working knowledge of HIPAA and patient confidentiality • Reliable internet and a professional home office setup
PREFERRED QUALIFICATIONS • Experience managing remote teams • Behavioral health / mental health practice experience • Familiarity with multi-state practice operations • Experience with EMR/EHR systems and practice management platforms • Knowledge of billing, insurance, and credentialing processes
WHAT WE’RE LOOKING FOR • Builds rapport easily and communicates with warmth and clarity • Takes initiative and follows through to resolution • Calm under pressure; able to balance empathy with firm boundaries • Strong ownership mindset and consistent documentation habits • Adapts quickly to new systems, processes, and shifting priorities • Comfortable collaborating remotely using digital tools and clear communication
COMPENSATION & BENEFITS • Starting salary: $80,000 annually (commensurate with experience) • Full benefits package, including: – Health insurance – Dental and vision coverage – Paid time off – Paid holidays • Fully remote work arrangement • Professional development opportunities