Join us as a Practice Manager

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.