Practice Manager - North Carolina

Animo Sano Psychiatry seeks an experienced, patient-focused Practice Manager to oversee administrative and business operations across its growing outpatient behavioral health practice. The Practice Manager is expected to model our mission and values through professionalism, compassion, integrity, accountability and a commitment to accessible, high-quality behavioral healthcare.
Position Overview
The Practice Manager supports operational efficiency, patient experience, financial stewardship, vendor partnerships, state and office expansion, compliance and employee relations. This role is expected to manage priorities independently, anticipate deadlines and recommend solutions. It also coordinates closely with leadership, clinicians, department managers and external partners. The position reports to the Associate Vice President and is full-time and salaried. It is fully remote during standard Monday–Friday business hours, with occasional travel to our Durham, NC office or other approved practice locations as operationally necessary.
Key Responsibilities
Practice Operations and Workflow Management
Oversee and improve administrative workflows for intake, scheduling, insurance verification, patient records, billing coordination and patient access.
Monitor practice performance, provider capacity and operational data, and implement approved improvements.
Create and maintain practice-wide SOPs, policies and platform documentation.
Set up approved accounts for new operational platforms and transition ongoing administration to the responsible staff.
Lead assigned operational projects with clear timelines, accountability and status updates.
Patient Experience and Escalations
Promote responsive, patient-centered service and oversee escalated patient calls, emails and EHR messages.
Coordinate resolution of complex patient and provider operational concerns with department managers and leadership.
Support patient communications about practice or location changes.
Vendor Partnerships and Contract Administration
Develop and maintain vendor partnerships, monitor deliverables and resolve service issues.
Maintain an organized inventory of vendor contracts, renewal dates and business associate agreements.
Coordinate contract reviews, negotiations and renewals through leadership and designated legal reviewers.
Insurance, Risk, and Provider Tracking
Serve as administrative liaison with brokers and carriers for provider and location updates and claims documentation.
Coordinate legal consultation and routing of employee contracts with HR and leadership.
Office Locations, Facilities, and State Expansion
Research office space and business-address options in each operating state, and present cost comparisons to leadership.
Coordinate approved office setup, including leases, utilities, registrations and inspections.
Maintain landlord and vendor communications, location-specific requirements and compliance calendars.
Develop state and location launch checklists with leadership, legal, credentialing and clinical teams.
Track applications, renewals, deadlines, office transitions and location closures.
Policies, Compliance, and Quality Assurance
Maintain and update operational policies, including patient service, records management, HIPAA, billing, collections and quality assurance.
Monitor adherence to approved workflows and escalate possible compliance issues.
Coordinate documentation and follow-through on regulatory, payer, licensing and insurance requirements.
Team Leadership and Employee Relations
Provide day-to-day leadership, training, coaching, feedback and accountability to the administrative team.
Coordinate team meetings and manage calendar events.
Support recruitment, onboarding, performance reviews, retention and staffing planning with HR.
Serve as a management contact for employee relations matters, partnering with HR on performance, attendance and conflict resolution.
Escalate sensitive complaints, investigations, leave and accommodation matters, and legal concerns to HR, maintaining confidentiality.
Support a positive team culture and collaboration across remote and in-person teams.
Employee Experience Lead
Lead the Culture Committee and coordinate recognition, kudos, milestone celebrations and employee appreciation.
Plan virtual and in-person team events and holiday activities.
Prepare employee-facing culture communications and promote inclusive recognition.
Leadership Communication and Reporting
Provide regular updates on operations, budget, vendors, locations, deadlines, employee relations trends and projects.
Bring leadership identified issues along with practical solutions, including options, costs and risks.
Maintain organized trackers and follow through on approved actions and escalations.
Coordinate and prepare all-staff weekly updates and monthly newsletters.
Qualifications:
Associate degree in business, healthcare administration, office management or equivalent directly related experience.
At least three years in healthcare, medical practice or direct patient service.
At least two years of supervisory, team-lead or management experience.
Familiarity with revenue-cycle processes, medical billing, insurance, HIPAA, EHR and practice-management systems and operational reporting.
Strong independent project management, problem-solving, financial administration, communication, discretion and remote-team leadership skills.
North Carolina residency and ability to travel occasionally to the Durham office.
Preferred: Bachelor’s degree in a relevant field.
Preferred: Experience in psychiatry, behavioral health or multi-state outpatient healthcare.
Preferred: Experience with AdvancedMD, vendor and contract administration, facilities and location launches, budgeting, and third-party billing or credentialing partners.
Benefits and Compensation:
$75,000 – $85,500 annually, offered on a salaried basis
Comprehensive health, dental and vision insurance options
Four weeks of paid vacation and two weeks of paid sick leave per year
Company-provided short-term disability and life insurance
Up to 13 paid holidays
Opportunities for professional development and career advancement
A supportive work environment in a dynamic outpatient psychiatry practice
Animo Sano Psychiatry is an equal-opportunity employer.
Thank you for expressing interest in the “Practice Manager in North Carolina” position at our clinic.
We’re excited about the opportunity to learn more about you. Apply Today!

Work arrangement
Hybrid