Practice Manager

Gut Feelings Psychosomatic Medicine is a specialty mental health practice focused on the gut–brain connection and the ways stress and trauma can present as both emotional and physical symptoms. We deliver evidence-based psychiatric care and interventional services, including psychiatric evaluations, medication management, mind–body strategies, Transcranial Magnetic Stimulation (TMS), MeRT, Stellate Ganglion Block Sympathetic Reset, and Spravato (esketamine) for eligible patients. Our model is patient-centered and highly collaborative, partnering with patients and medical teams to provide comprehensive assessment, responsive communication, and holistic care.

The Interventional Psychiatry Office Manager oversees day-to-day clinic operations and leads the administrative and support team to ensure a high-quality, efficient, and patient-centered experience. This role partners closely with providers and ownership to optimize workflows, support interventional psychiatry programming (e.g., TMS and Spravato), maintain regulatory and payer-related compliance, and drive continuous improvement through standardized processes and outcomes reporting. The ideal candidate brings strong independent judgment, leadership presence, and hands-on operational execution in a clinical setting.

• Help establish and implement practice goals, objectives, policies, procedures, and systems; monitor effectiveness and drive improvements.
• Lead with strong critical thinking, conflict management, negotiation, and motivation skills; foster a collaborative, team-based culture.
• Delegate and coordinate tasks effectively, using sound priority‑setting and operational planning.
• Lead/co‑lead team meetings, support internal communications, and partner with ownership on practice needs and decisions.
• Promote punctuality, accountability, and consistent service standards across the team.

• Supervise, assign, coach, and develop staff; monitor performance and adherence to office standards.
• Oversee staffing coverage, attendance, and scheduling to meet clinic needs while minimizing avoidable overtime.
• Support recruitment and interviewing; lead employee orientation and ongoing training.
• Ensure staff are trained and compliant with workflows including rooming, EMR use, practice protocols, and patient communication standards.
• Address interpersonal issues proactively and help resolve conflicts in a timely, professional manner.
• Encourage continuing education and conduct in‑service trainings to support daily function and compliance expectations.

• Maintain working knowledge of diagnostic/procedure coding and how documentation and coding affect reimbursement; coordinate closely with billing and finance partners.
• Stay current on Medicare, Medicaid, managed care, and third‑party payer guidelines relevant to office workflows.
• Support and/or oversee insurance verification and prior authorization processes to reduce delays in care.
• Oversee processing of patient payments and prepare bank deposits under the direction of ownership.

• Manage clinic schedules and coordinate patient services across interventional treatments (including TMS and Spravato/esketamine as applicable).
• Implement and maintain systematic processes for patient follow‑up and continuity of care.
• Respond to patient inquiries and ensure timely resolution or escalation as appropriate, maintaining a high‑touch patient experience.

• Write, update, and maintain standard operating procedures (SOPs) for clinical and administrative workflows.
• Review and update practice forms; standardize where possible to improve consistency and compliance.
• Manage patient outcomes reporting and contribute to continuous improvement initiatives within the interventional psychiatry program.

• Troubleshoot day‑to‑day technology/EMR issues and coordinate escalation with contracted IT partners when needed.
• Support appropriate utilization and ordering of clinical/office materials;…