Practice Administrator

About the practice

Everyday Parenting Psychology is a group psychotherapy practice offering comprehensive, respectful, and compassionate in-person and telehealth care to families, across two locations in the New York metro area.

Position overview

The Practice Administrator keeps the practice running day to day and is the owners' right hand. The work spans intake coordination, scheduling, client communication, billing, and payroll, plus the administrative, HR, and project support the owners rely on. The position involves internal team communication, external client communication, and independent workflows.

Practice operations

• Facilitate connections between potential clients and therapists while managing a waitlist
• Track and manage the intake coordination process
• Gather, organize, and maintain client records
• Engage with current and prospective clients
• Evaluate systems, procedures, and workflows, implementing improvements to business functionality

Billing and payroll

• Bill completed sessions in SimplePractice the next business morning, with Monday's run covering the weekend
• Run a daily accuracy check on session status, CPT code, duration, and location before invoices go out, and keep a log of anything sent back to a clinician for confirmation
• Issue superbills and the documentation families need to seek out-of-network reimbursement, and answer their questions about it
• Prepare good faith estimates and keep the practice's self-pay rate disclosures current
• Track payments and outstanding balances, and follow up on open items
• Manage payroll and invoicing for employees and contractors on a twice-monthly cycle

Leadership and team support

• Support the owners with administrative project and program management, keeping deadlines and open items moving
• Run the recruiting basics: post roles, schedule interviews, handle candidate communication, and check references
• Onboard new staff, from paperwork and systems access through first-week orientation
• Maintain personnel records and support the practice's HR and compliance routines
• Coordinate team meetings, trainings, and practice events, including scheduling, logistics, and materials
• Hold regular meetings with clinical staff and owners
• Provide support to clinicians and owners as directed, including occasional personal scheduling and errands for the owners

Required qualifications

• Experience managing medical records systems
• Billing experience in a healthcare or professional services setting, with comfort owning a recurring billing cycle end to end
• Appreciation and knowledge of HIPAA and confidentiality
• Experienced in delivering exceptional customer service
• Excellent computer skills, with the ability to learn new systems quickly
• Action-oriented, flexible, innovative, and organized
• Meticulous, considerate, and highly detail-oriented
• Strong analytical skills with the ability to make sound decisions and set priorities
• Ability to return phone calls within 24 standard business hours
• Capable of handling multiple responsibilities efficiently
• A problem-solving approach
• Excellent communicator
• Experience supporting an owner, executive, or practice leader directly

Preferred qualifications

• SimplePractice experience
• Experience in an out-of-network or private-pay practice, including superbills and client reimbursement questions
• Familiarity with QuickBooks or a comparable accounting system
• Recruiting, onboarding, or HR coordination experience
• Event or meeting coordination experience

Experience and education

• Professional experience: 3 years required
• Customer service: 2 years required
• Administrative: 1 year required
• Billing: 1 year preferred
• Bachelor's degree preferred

Schedule and compensation

• $30 per hour
• 30 hours per week
• Paid twice monthly
• Two days each week in the Westchester (Hartsdale) office, remote the rest of the week
• Flexible scheduling, Monday through Friday, Eastern time

Benefits and support

• Health insurance, available to employees working 30 or more hours per week
• Four paid holidays each year: New Year's Day, Independence Day, Thanksgiving Day, and Christmas Day
• One floating holiday each year, taken on a date you choose with advance approval from your manager
• Paid sick leave under New York State law, accrued from your first day and available to use as you earn it
• Flexible scheduling
• Professional development opportunities
• A collaborative team dedicated to excellent patient care

Pay: $30.00 per hour

Expected hours: 30.0 per week

Work Location: Hybrid remote in Hartsdale, NY 10530