We are searching for an experienced Practice Manager at our Naropa Community Counseling Center facility.
Position Title: Naropa Community Counseling Practice Manager
# of Positions to Fill: 1
Department/Program: NCCC 93000
Work Authorization: 100% On-Site
Campus Location: Naropa Community Counseling Center
Reports to: Clinical Director, Naropa Community Counseling
FLSA Classification: Exempt/Salaried
FTE: 100% (40 hrs/week)
Compensation: $67,100-74,800 based on prior experience
Application Deadline: February 17, 2024
Naropa Community Counseling (NCC) is an outpatient mental health counseling clinic staffed by 2 licensed mental health providers who supervise the work of fifteen 2nd and 3rd year graduate student interns and five unlicensed therapists, serving between 200-260 clients at any given time. The Naropa Community Counseling Practice Manager (PM) is responsible for ensuring that the clinic runs smoothly for interns, extern staff and clients served, and partners with the NCC Director to continuously improve clinic finances and operations. The ideal candidate is enthusiastic and dedicated to improving the customer experience and expanding access to affordable mental health care. The PM leads the administrative team and supports clinical staff within the Naropa Community Counseling program. The PM creates, oversees, and sustains clinic operational procedures, including customer service, scheduling, invoicing and billing, and social media presence for the counseling center. This position serves as Naropa Community Counseling point of contact for any behavioral health emergent needs if Clinical Director is unavailable. Supports and upholds departmental policies and procedures, objectives, OBH rules and regulations, OSHA rules and regulations, and HIPAA/ FERPA practices.
Job Duties & Responsibilities
- Coordinate and direct NCC daily operations (client intake scheduling, office equipment and supplies, patient complaints, coordination with external and internal entities for patient care, warm handoffs/crisis/urgent needs, tracking provider time-off, etc.), review work flows and processes with Clinical Director/other leadership.
- Responsible for NCC support staff and coverage of phones, front desk reception, outreach and communication to clients seeking services. Lead selection, training, development, and coaching of NCC undergraduate interns, work-study and graduate assistant staff members (3-5 individuals). Develops and delivers consistent training in excellent customer service and holds staff accountable to same.
- Assist Clinical Director in developing and tracking the NCC operating budget, along with tracking monthly revenue, missed appointments, and productivity of NCC team members. Complete and oversee billing and collection of fees for services, including Medicaid billing, private pay clients, and a few small contracts or grants with community partners. Produce monthly reports on these metrics to help identify areas for improvement in capturing fees and reducing costs of clinic services.
- Ensure compliance with and support and uphold departmental policies and procedures, objectives, OBH Rules and Regulations, OSHA Rules and Regulations, and HIPAA/ FERPA practices. Assist with updating and/or creating new NCC policies and procedures each year. This position serves as the clinic HIPAA/privacy officer.
- Oversee NCC's social media presence and advertising in the local community to ensure consistent and positive messaging, and to increase engagement with our clinic.
- Coordinate with external and internal entities for Center needs including credentialing, Medicaid compliance audits, and staffing changes per OBH standards; review processes with Clinical Director.
- Ensure interns and staff have resources to do their job well through maintaining office supplies, manage facility and IT requests for the department, and scheduling meeting rooms for group meetings for interns. Serves as point person for all interns and staff around learning and troubleshooting NCC's electronic health record (EHR) system, billing and policies.
- Collects and manages data related to a current study underway at NCC that is being overseen by Naropa University's Institutional Review Board (IRB) for Research.
- Other duties as assigned.
What Naropa Requires…
- All job candidates must hold a commitment to co-create a diverse and inclusive community and actively participate in related JEDI (Justice, Equity, Diversity & Inclusion) professional development regarding the dynamics of privilege and oppression and the impact these have in the workplace.
- All job candidates must demonstrate their level of understanding of the dynamics of privilege and oppression, and the impact these have on equity, access, and opportunity.
- All job candidates must demonstrate an appropriate level of understanding of and appreciation for the values of Naropa University and the capacity to demonstrate an integration and embodiment of these values as evidenced in work, communication, collaboration styles, and other general workplace behaviors.
- Bachelor's degree in Public Health, Healthcare Administration, Business Administration, or similar
May prior relevant experience substitute for degree? (If yes, please explain.) ☒Yes ☐No
- Prior work experience in healthcare or behavioral health care clinic administration of 2 years or more may substitute for degree.
Minimum length of prior applicable professional experience required:
- Two (2) years of full-time medical or direct behavioral health practice management experience, including managing direct reports
Other Experience, Knowledge, Skills, or Competencies Requirements?
- Experience with electronic health records, Medicaid billing and claims, and clinical documentation
- Ability to effectively organize resources, establish priorities, manage details, delegate tasks appropriately and perform multiple tasks
- Extensive Microsoft Office/ 365 knowledge and proficiency
- Professionalism and ability to be discreet with confidential and sensitive issues
- The ability to properly handle sensitive and confidential information (HIPAA, PHI) in accordance with federal and state laws and organization policies, as well as to oversee and ensure proper handling of this information by all staff.
- Ability to foster professional and productive relationships
- Strong verbal/written communication and organization skills
- Experience with social media marketing
- Knowledge of medical and behavioral health terminology, BH equipment, HIPAA compliance, OSHA rules and regulations, and OBH rules and regulations required.
- Warm, positive, energetic and can-do demeanor
- Ability to work independently and take initiative
- The ideal candidate exemplifies NCC's values of (1) continuous learning, (2) compassion for ourselves and others, (3) reliability to our clients, each other, our agency and the community, (4) respect for diversity of identities and social locations and opinions, and (5) showing joy and good humor
What We'd Like You to Have…
- Five (5) years of full-time medical or behavioral health practice management experience
- University/college degree in health care administration, public health, business administration, or other applicable field of study
Physical Requirements & Environmental Conditions
Maximum amount of weight employee must be able to lift/carry with or without reasonable accommodation(s): Occasionally up to 30 lbs.
During regular daily activities, employee must be able to do the following with or without reasonable accommodation (check all that apply): stand, sit, walk, handle/finger. bend at waist, reach above shoulder level,
During regular daily activities, employee may be exposed to the following: interruptions, risk of exposure to communicable diseases, toxic substances, and other conditions common to a behavioral health clinic environment.
Naropa recognizes the following holidays throughout the year:
-Martin Luther King, Jr. Day
-Fall Break, 4th Thursday and Friday in November
-Winter Break, the last two weeks in December encompassing the Christmas holiday as well as New Year's
Naropa's health and welfare benefits include the following: medical, dental, vision, FSA, HSA, employer-paid short-term and long-term disability, employer-paid life insurance and accidental death and dismemberment, an employer-sponsored pre-tax retirement savings plan, which includes up to 2.5% employer matching, and a variety of voluntary, employee-paid supplemental insurance plans.
A comprehensive benefits package is available to full-time employees who work a minimum of 30 hours each week. Employees who work 20 - 29 hours each week are eligible for only the employer-paid short-term & long-term disability, employer-paid life insurance & accidental death and dismemberment, and the retirement plan, which includes up to 2.5% employer matching.
Employees who work fewer than 20 hours per week are eligible to participate in Naropa's retirement plan only, which includes up to 2.5% employer matching.
All regular full-time and part-time faculty and staff, including student workers, accrue sick leave benefits. Full-time and part-time staff positions accrue vacation and personal time. All leave accrual rates vary based on the position, hours worked, and years of service.
The University recognizes the importance of including its employees in its organizational mission and values and welcomes employees into the classroom to "touch the magic." Specifically, regular employees are provided generous tuition remission opportunities for themselves and their family members.
Naropa University participates in the Council of Independent Colleges Tuition Exchange Program (CIC-TEP). CIC-TEP is a network of CIC colleges and universities willing to accept, tuition-free, students from families of full-time employees of other CIC participating institutions (full-time as designated by the employer/institution). Additional information can be found here: https://www.cic.edu/member-services/tuition-exchange-program. Naropa University's commitment to diversity aligns with its highest aspirations to apply contemplative inquiry and education to explore and embody the human qualities that facilitate collaboration to create a common humanity and a just society. Individuals who have experience with and a commitment to inclusive communities are encouraged to apply. EOE
Title IX is a federal civil rights law that prohibits gender discrimination, sexual harassment, sexual and relationship violence. This law applies to all students, faculty, and staff.
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