Clinical Operations Manager & Executive Assistant (Psychiatry Practice)

We are a growing, multi-state telepsychiatry practice seeking a high-level, detail-oriented, and proactive Clinical Operations Manager & Executive Assistant to become the right hand to the Clinical Director.

This is not a basic virtual assistant role.
We are looking for someone who can think critically, take ownership, and operate with excellence across multiple areas of the business.

If you are highly organized, tech-savvy, and thrive in a fast-paced medical environment — this role is for you.

? Key Responsibilities

You will support both clinical operations and administrative workflows, including:

???? Clinical & Patient Coordination

Communicate with patients via phone, email, and messaging platforms

Coordinate appointments, follow-ups, and documentation

Contact pharmacies regarding prescriptions and clarifications

Assist with patient inquiries and ensure high-quality patient experience

???? Documentation & AI Support

Edit and refine clinical notes for accuracy and clarity

Utilize AI tools (ChatGPT or similar) to improve efficiency and workflow

Maintain organized and compliant patient documentation

???? Billing & Insurance

Verify patient insurance benefits (VOB)

Assist with billing workflows and claims tracking

Review EOBs and flag discrepancies

Support revenue cycle processes

?? Operations & Administrative Support

Assist with daily operations of a growing psychiatry practice

Maintain systems, trackers, and internal workflows

Support communication between providers, patients, and external partners

Handle task management and follow-through independently

???? Ideal Candidate

We are looking for someone who is:

Highly reliable and accountable (you do what you say you will do)

Extremely organized and detail-oriented

Tech-savvy and a fast learner

Excellent communicator (written and verbal English)

Proactive and solution-focused (not task-dependent)

Comfortable handling sensitive medical information (HIPAA awareness preferred)
???? Preferred Qualifications (Strong Advantage)

Background in healthcare, nursing, or mental health

Experience working in a psychiatry or medical practice

Familiarity with EHR systems (Charm EHR or similar)

Experience with insurance verification and medical billing

Experience using AI tools for workflow efficiency