Operations Manager / Practice Administrator - Multi-Location Mental Health Practice

Job Description

Job Description

Operations Manager / Practice Administrator – Multi-Location Mental Health Practice

Location : In-person ( Pelham with some travel to Gardendale and Alabaster locations)

Salary : $50,000 – $75,000 annually (based on experience)

Employment Type : Full-Time, Salaried

About Us

Integrative Health Services, LLC is a leading, female-owned multi-location mental health counseling practice serving Central Alabama. We deliver high-quality, compassionate care while maintaining operational excellence, compliance, and a supportive team culture.

We are seeking an experienced Operations Manager / Practice Administrator with a proven track record in healthcare operations, KPI tracking, financial management, and multi-location leadership . This role requires someone who can run the practice independently , coach supervisors to lead their teams, and ensure all locations operate efficiently and profitably.

Why Work With Us

We offer highly competitive benefits to attract and retain top talent :

BCBS health insurance

Life insurance

3% matching retirement plan

Generous PTO

Short- and long-term disability coverage

Collaborative, mission-driven environment where leadership impact is valued

Position Overview

The Operations Manager / Practice Administrator will oversee daily operations across multiple office locations , manage budgets and expenses , ensure KPI achievement , and drive staff performance . You will maintain a physical presence at each location weekly (within a 30-mile radius), attend at least two marketing and community outreach events per month , and ensure each site reflects the professionalism and care that define our brand.

This is a hands-on leadership role combining operational management, financial oversight, performance coaching, facilities management, and marketing engagement.

Key Responsibilities Operations Leadership & Multi-Location Oversight

Oversee day-to-day healthcare operations across all locations

Conduct weekly on-site visits to ensure compliance, efficiency, and client readiness

Standardize workflows for intake, scheduling, billing, and documentation compliance

Manage vendor relationships, facilities maintenance, and office upgrades

Performance Management & KPI Tracking

Develop, monitor, and track KPIs for supervisors and staff

Coach supervisors to coach their teams for maximum performance

Ensure KPI dashboards for therapist productivity, client retention, care coordination, and billing accuracy are maintained and reviewed

Financial & Budget Management

Manage operational budgets, financial performance, and expense control

Identify cost-saving opportunities without sacrificing quality

Prepare monthly and quarterly financial and operational reports for the CEO

Marketing & Community Engagement

Attend at least two marketing / networking events monthly to promote services and strengthen referral relationships

Collaborate on local marketing strategies to drive client growth

Technology & Process Optimization

Oversee EHR system (TherapyNotes preferred) and CRM platforms

Utilize Google Workspace, Microsoft Outlook, Excel, Canva, and Google Sheets to manage operations

Implement process improvements and automation to reduce administrative burden

Required Qualifications

Proven experience as an Operations Manager, Practice Administrator, or Healthcare Operations Director

Strong background in financial management, budgeting, and expense oversight

Skilled in KPI tracking, staff coaching, and performance improvement

Proficiency with Outlook, Google Docs, Google Sheets, Excel, Canva

Familiarity with EHR systems (TherapyNotes preferred) and mental health billing

Excellent organizational, problem-solving, and decision-making skills

Ability to travel to all office locations weekly

Preferred Qualifications

Experience managing multi-location healthcare or behavioral health practices

Knowledge of marketing, community engagement, and referral development

Expertise in workflow optimization and process automation

What Success Looks Like

Each location operates efficiently without day-to-day owner oversight

Supervisors are actively engaged in coaching their teams toward KPI goals

Financial performance meets or exceeds targets within ±5% budget variance

Marketing efforts consistently increase brand awareness and client base

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