Practice Manager

Clarityhealthwellness; New York (NY); Hybrid; USD 36,000 - 43,000; Part time

Job summary

Insight Therapy NYC is seeking a highly organized Practice Manager to oversee administrative, billing, and operational functions for its concierge-style therapy team in New York City. You will manage client onboarding, insurance verification, and billing with a focus on privacy, discretion, and premium client care.

The role supports virtual, in-person, and hybrid therapists and requires experience with HIPAA-compliant workflows, Northwell/other payers, and strong communication skills.

Qualifications

• 3+ years of administrative experience in a private group mental health or medical practice setting.
• Proficiency with SimplePractice or similar EHR systems.
• Proficiency in Google Workspace (Docs, Sheets, Drive).
• Strong working knowledge of mental health billing and insurance processes including INN and OON claims.
• Familiarity with CPT codes, EOBs, insurance reimbursement procedures, and revenue cycle management.
• Excellent written and verbal communication skills, client-centered and professional tone.
• Ability to draft and refine administrative templates, workflows, and policies.
• Highly organized, detail-oriented, and able to manage multiple priorities independently.
• Commitment to confidentiality, accuracy, and respectful communication.
• Familiarity with Northwell, Anthem BCBS, Aetna, Cigna, UHC, and mental health reimbursement standards.

Responsibilities

• Manage client onboarding: intake form review, account setup, and documentation in our EHR (SimplePractice).
• Oversee billing, invoicing, payment posting, and account reconciliation.
• Coordinate INN and OON insurance submissions, denials, corrections, and resubmissions (currently credentialed with Northwell).
• Verify benefits and eligibility for INN and OON clients.
• Maintain payer information and insurance fee schedules; generate superbills for OON clients.
• Serve as primary admin liaison between therapists, clients, and insurance carriers; weekly KPI reporting.

Skills

Administrative experience

Client-focused communication

HIPAA/compliance awareness

Detail-oriented

Tools

SimplePractice

Google Workspace

Job description

Support the heart of a growing mental health practice in New York City by overseeing the systems and operations that keep care organized, responsive, and client-centered.

Position Type: Remote- Part-time to Full-Time, W-2 Employee.

Hours: Full-Time 35–40 hours/week

Hourly: $20

Benefits: 40 hours of accrued sick leave– 1 hour for every 30 hours worked

Position Overview

Insight Therapy NYC is a boutique, concierge-style therapy practice seeking a highly organized and detail-oriented Practice Manager to oversee the administrative, billing, and operational functions of our growing team. This role is central to maintaining the elevated, personalized, white-glove experience we provide to both our clients and clinicians.

The Practice Manager will support a high-touch client journey from initial inquiry through ongoing care, managing client registration, coordinating insurance verification and claims, maintaining billing systems, and ensuring seamless day-to-day operations. Acting as a key point of contact between therapists, clients, and insurance providers, this role requires a thoughtful, responsive, and solutions-oriented approach.

Our team includes virtual, in-person, and hybrid therapists, and this role ensures a consistent, premium client experience across all care settings.

The ideal candidate brings strong experience in mental health billing, EHR systems, and private practice workflows, along with exceptional communication and organizational skills. They are proactive, systems-minded, and comfortable managing multiple priorities in a dynamic environment, while upholding the highest standards of discretion, professionalism, and client care expected within a concierge-level practice.

Key Responsibilities

Client Registration & Onboarding

Manage the client onboarding process, including intake form review, account setup, and documentation management in our EHR (SimplePractice).

Communicate with new clients regarding registration, paperwork, and initial scheduling steps.

Ensure client data is accurate, complete, and compliant with HIPAA standards.

Billing & Insurance Management

Oversee all aspects of billing, including invoicing, payment posting, and account reconciliation.

Manage in-network and out-of-network (INN and OON) insurance claim submissions, denials, corrections, and resubmissions. Currently credentialed with Northwell.

Verify benefits and coordinate eligibility checks for both INN and OON clients.

Maintain up-to-date payer information and insurance fee schedules.

Generate and send superbills for OON clients

Communicate with clients and therapists regarding billing or insurance inquiries in a timely and professional manner.

Administrative Support & Coordination

Serve as the primary administrative liaison between therapists, clients, and insurance carriers

Reporting weekly on KPI’s set by practice owner, clinical supervisors, and/or operations team

Managed new Therapist onboarding

Coordinating with clinical supervisors

Maintain organized systems for billing, claims, client records, therapist compliance

Prepare administrative reports as needed.

Identify opportunities to streamline processes and improve administrative efficiency.

Uphold all privacy and compliance standards (HIPAA, data protection, and ethical communication).

Who You Are

3+ years of administrative experience in a private group mental health or medical practice setting.

Proficiency with SimplePractice or similar EHR systems

Proficiency in Google Workspace (Docs, Sheets, Drive)

Strong working knowledge of mental health billing and insurance processes, including both in-network (INN) and out-of-network (OON) claims.

Familiarity with CPT codes, EOBs, insurance reimbursement procedures, and revenue cycle management.

Excellent written and verbal communication skills, with a client-centered and professional tone.

Ability to draft and refine administrative templates, workflows, and policies.

Highly organized, detail-oriented, and able to manage multiple priorities independently.

Commitment to confidentiality, accuracy, and respectful communication.

Familiarity specifically with Northwell, Anthem BCBS, Aetna, Cigna, UHC, and mental health reimbursement standards.

The Practice Manager works closely with the Operations and Billing team.