Administrative Practice Manager

Behavioral Health Network, Inc (BHN); Springfield (MA); On-site; USD 75,000 - 98,000; Full time

Benefits offered by this job

PTO

403(b)

Educational assistance

Medical benefits

Dental benefits

Vision benefits

Employee assistance program

Job summary

Behavioral Health Network, Inc. (BHN) seeks a Practice Manager to oversee day-to-day operational effectiveness and client experience across BHN’s CBHC and BHUC outpatient services in Western Massachusetts.

You will lead administrative oversight, standardize workflows, and ensure regulatory compliance, partnering with site leadership to drive improvements in access and efficiency.

Qualifications

• Master’s degree in business, Human Services, Social Work (required).
• Or bachelor’s degree with 7+ years’ experience in Mental Health & Substance Use Disorders.

Responsibilities

• Collaborates with CBHC and BHUC leadership to standardize operational and administrative practices across all sites.
• Monitors operational metrics (access, scheduling, documentation, clinician productivity, utilization, program revenue, expenses).
• Leads change management and workflow standardization to improve access and throughput.
• Oversees daily access and scheduling operations with clinical leadership for timely access to care.
• Ensures regulatory readiness (DPH, CARF, BSAS, etc.) and maintains compliance documentation.
• Leads front-end administrative and revenue cycle workflows to optimize throughput and reduce variability.
• Conducts quality assurance audits of new workflows and processes.
• Provides supervision and supports professional development for supervisees.
• Maintains HIPAA and 42 CFR Part 2 compliance; liaises with recruiters for staffing needs.

Skills

Verbal & written communication

Education

Master’s degree in business or related field

Bachelor’s degree + 7 years in Mental Health & Substance Use Disorders

Job description

Behavioral Health Network (BHN) is a leading statewide provider of behavioral health services and a Certified Great Place to Work. Since 1938, BHN has helped individuals, families, and communities thrive through compassionate, high-quality care and support. With deep roots in Western Massachusetts and a growing presence in communities throughout the state, we are currently seeking an Administrative Practice Manager to join our CBHC and BHUC teams and help advance our mission of empowering people to live healthier, more fulfilling lives.

Practice Manager

General Summary

The Practice Manager is responsible for the day-to-day operational effectiveness, administrative oversight, and client experience across BHN’s CBHC and BHUC outpatient services. Working collaboratively with CBHC and BHUC leadership, the Practice Manager oversees operational performance, access, efficiency, and compliance with regulatory and contractual requirements across multiple sites.

The Practice Manager ensures organizational initiatives are implemented with fidelity, identifies operational gaps, and leads workflow redesign, training, and change initiatives as needed. This position provides strength-based, systems-focused leadership that promotes consistency, accountability, and alignment with organizational goals and best practices.

Provides administrative oversight and operational support to clinical managers and site-based leadership to ensure effective day-to-day operations across CBHC and BHUC locations.

What We Offer

• Purpose-Driven Work – Make a meaningful impact in the lives of individuals, families, and communities throughout Western Massachusetts.
• Professional Growth – Access ongoing training, mentorship, career development, and advancement opportunities across one of the region's largest behavioral health organizations.
• Supportive Team Culture – Join a collaborative workplace guided by our HEART values: Humanity, Empowerment, Accountability, Respect, and Teamwork.
• Stability & Opportunity – Build your career with a well-established organization serving Western Massachusetts since 1938.
• Comprehensive Benefits – Generous PTO, 403(b), educational assistance, medical, dental, vision, employee assistance programs, and more.

Responsibilities Include

What you will do:

• Collaborates with CBHC and BHUC leadership to standardize operational and administrative best practices across all sites; develops, implements, and updates workflows and protocols to ensure consistency, efficiency, quality, and process improvement.
• Monitors and evaluates key operational metrics to ensure alignment with organizational and divisional expectations, including access and scheduling standards, documentation timeliness, clinician productivity, utilization management indicators, program revenue, expense performance, and leads data-informed process improvements.
• Evaluates the impact of operational changes, leads change management initiatives and drives standardization across sites to improve access, throughput, service quality to ensure consistent high performing front-end operations across all locations.
• Oversees daily access and scheduling operations, including assignment of new individuals served to available clinicians or sites as needed, in partnership with clinical leadership to maximize timely access to care.
• Maintains comprehensive knowledge of CBHC and BHUC operational workflows; supports the design and implementation of standardized processes to ensure timely, coordinated client access and care delivery across all locations.
• Ensures organizational, divisional, and program initiatives are implemented in accordance with established protocols and timelines, including access processes, staffing models, compliance initiatives, onboarding and training of workflows, productivity expectations, staffing models, and operational readiness efforts in alignment with regulatory and contractual requirements.
• Reviews and monitors operational and productivity reports, including failed activities, weekly billable units, and productivity trends; escalates concerns and collaborates with leadership to address performance gaps.
• Oversees regulatory readiness activities, including drills and inspection walkthroughs for DPH, CARF, BSAS, and other licensing bodies; ensures required safety and compliance documentation is completed and maintained. Supports staff in meeting requirements.
• Leads and governs standardized front-end administrative and revenue cycle workflows across all sites, including insurance verification, cash collection, and check-in/check-out processes, to optimize throughput and reduce variability.
• Conducts quality assurance audits on operational processes and newly implemented workflows to ensure adherence to organizational standards and continuous improvement.
• Oversees on-call, weekend, emergency, and inclement-weather operational coverage, ensuring adherence to protocols and continuity of operations.
• Establishes and monitors key performance indicators related to patient access, scheduling efficiency, front-end revenue cycle performance, insurance validation accuracy, and individual served experience.
• For individual supervisees: Provides regularly scheduled individual supervision meetings, per applicable BHN guidelines. Consistently meets with office managers to ensure teams are fully functional and operating according to job requirements.
• Supports individual supervisees in establishing annual professional development goals and monitors progress on these goals throughout the year (at least quarterly).
• Monitors supervisees compliance on all aspects of job performance, team-based care delivery, schedule management, documentation quality, documentation timeliness.
• Maintains accordance with HIPAA regulations and 42 CFR Part 2.
• Serves as liaison with BHN recruiters for any identified staffing needs.
• Supports any ICI investigations as assigned, collecting and analyzing data related to the investigation.

Who You Are

• Master’s degree in business, Human Services, Social Work, required; or bachelor’s degree and 7 years’ experience in Mental Health & Substance Use Disorders.
• Ability to effectively oversee & prioritize workloads, maintain follow‑through, and consistently meet deadlines with minimal oversight.
• Minimum three years’ supervisory and/or management experience required.
• Must have broad knowledge of mental illness and treatment techniques, including adults with severe and persistent mental health needs or children with serious emotional disturbance.
• Must have familiarity with collecting and organizing data from various sources, internet, word processing and email systems.
• Excellent verbal and written communication skills.
• Demonstrates willingness and ability to treat challenging and diverse populations.
• Demonstrates cultural competence in dealing with individuals with a variety of different cultural backgrounds.
• Demonstrates working knowledge of community resources, and how to help individuals access them.

We Hire for HEART!

Since 1938, BHN has delivered high-quality, culturally responsive behavioral health care, building deep roots in Western Massachusetts while expanding our impact in communities throughout the state. Our core values—Humanity, Empowerment, Accountability, Respect, and Teamwork—guide how we lead, serve, and support one another. If you’re ready to bring your skills and experience to a mission-driven organization where your work can make a meaningful difference, we’d love to hear from you.

PAY RANGE: $75,000 - $97,500 per year