Practice Administrator

Elevate Your Mind: A Wellness Collective; Bethesda (MD); On-site; USD 75,000 - 95,000; Full time

Job summary

Elevate Your Mind: A Wellness Collective is seeking a Practice Administrator to own the Bethesda operation and lead the Client Concierge team. You will protect the client experience from first call to checkout and help open our new Bethesda Row location, building systems for scalable, high-end service.

You will manage the revenue cycle, ensure HIPAA compliance, coordinate with clinicians, and oversee the practice-management systems and vendor relationships to support growth and exceptional care.

Qualifications

• 3+ years managing an outpatient practice (behavioral health, medical, dental, dermatology, or med spa)
• Experience supervising front-desk or patient-services staff
• Strong working knowledge of HIPAA, scheduling systems, and EHR/practice-management software
• Understanding of private-pay billing, superbills, and out-of-network reimbursement
• A polished, warm, discreet presence; concierge medicine, luxury hospitality, or high-end service experience is a strong plus
• Excellent organization, Excel/Google Sheets skills, and follow-through
• Experience opening a new location is a plus; bachelor's degree preferred

Responsibilities

• Lead the Client Concierge team: hire, train, schedule, and coach front-of-house staff to a hospitality-level standard
• Own the client experience: intake, scheduling, reminders, arrivals, follow-up, and keeping The Cafe, MindSpa, and Reset Studio guest-ready
• Run the revenue cycle: collect payment at time of service, manage packages and refunds, issue detailed superbills for out-of-network reimbursement, and reconcile daily
• Support clinicians: provider schedules and utilization, onboarding, and license and credential tracking
• Keep us compliant: HIPAA, Maryland licensing and regulatory requirements, policies and procedures, and incident reporting
• Manage facility, vendors, and systems: EHR and practice-management administration, phones and IT, software, supplies, and the landlord relationship
• Help lead the launch of our Bethesda Row location: opening checklists, vendor coordination, and go-live readiness
• Report weekly to the CEO on visits, provider utilization, no-shows, collections, and client reviews
• Build and document standard operating procedures so the practice runs consistently and can scale

Skills

Outpatient practice management

Front-of-house supervision

HIPAA compliance

Billing and revenue cycle

Concierge service experience

Education

Bachelor's degree

Tools

Excel/Google Sheets

EHR/Practice-management software

Job description

Elevate Your Mind is a mental wellness collective on Bethesda Row offering expert therapy and psychiatry for children, adolescents, and adults. We believe where healing happens matters. Every client is welcomed by our Client Concierge and has access to The Cafe, The MindSpa, and The Reset Studio before or after their session. We are a third space for mental wellbeing, and we are looking for the person who makes it run beautifully.

The Role

The Practice Administrator owns the day-to-day operations of our Bethesda practice. You will lead the Client Concierge team, protect the client experience from first call to checkout, keep revenue and compliance airtight, and report directly to our Founder & CEO. This is an immediate-start role: you will help open and establish our new Bethesda Row location, so it is ideal for someone who loves building systems, not just maintaining them.

What You Will Do

• Lead the Client Concierge team: hire, train, schedule, and coach front-of-house staff to a hospitality-level standard
• Own the client experience: intake, scheduling, reminders, arrivals, follow-up, and keeping The Cafe, MindSpa, and Reset Studio guest-ready
• Run the revenue cycle: collect payment at time of service, manage packages and refunds, issue detailed superbills for out-of-network reimbursement, and reconcile daily
• Support clinicians: provider schedules and utilization, onboarding, and license and credential tracking
• Keep us compliant: HIPAA, Maryland licensing and regulatory requirements, policies and procedures, and incident reporting
• Manage facility, vendors, and systems: EHR and practice-management administration, phones and IT, software, supplies, and the landlord relationship
• Help lead the launch of our Bethesda Row location: opening checklists, vendor coordination, and go-live readiness
• Report weekly to the CEO on visits, provider utilization, no-shows, collections, and client reviews
• Build and document standard operating procedures so the practice runs consistently and can scale

What You Bring

• 3+ years managing an outpatient practice (behavioral health, medical, dental, dermatology, or med spa)
• Experience supervising front-desk or patient-services staff
• Strong working knowledge of HIPAA, scheduling systems, and EHR/practice-management software
• Understanding of private-pay billing, superbills, and out-of-network reimbursement
• A polished, warm, discreet presence; concierge medicine, luxury hospitality, or high-end service experience is a strong plus
• Excellent organization, Excel/Google Sheets skills, and follow-through
• Experience opening a new location is a plus; bachelor's degree preferred

Compensation: $75,000 to $95,000 annually, plus benefits.

Start date: As soon as possible.

Elevate Your Mind is an equal opportunity employer.