Job Description

Program Description:

The Mental Health Practice Manager oversees the administrative operations of CHRIS 180’s mental health services, focusing on revenue cycle management, billing optimization, staff productivity, insurance credentialing, collections, and clinical chart compliance. This role ensures the practice's operational health by streamlining workflows, maximizing efficiency, and improving cash flow while maintaining compliance with all clinical, legal, and ethical standards.

Role and Responsibilities:

1. Revenue Cycle Management (RCM)

• Oversee the entire revenue cycle, from patient registration to final payment collection.
• Implement strategies to optimize revenue generation and reduce billing errors.
• Track key RCM performance indicators, including Days in Accounts Receivable (A/R), denial rates, claim approval rates, and collection efficiency.
• Identify and address gaps in revenue cycle workflows to minimize claim rejections and denials.
• Work closely with providers to ensure proper documentation and coding for optimal reimbursement.
• Conduct periodic internal audits to ensure compliance and identify areas for revenue improvement.

2. Billing Optimization & Insurance Claims Management

• Oversee claim submission, monitoring, and follow-up to ensure accurate and timely reimbursements.
• Manage relationships with third-party billing services or internal billing teams.
• Implement best practices for medical coding (CPT, ICD-10) and documentation to reduce denials.
• Train staff on proper billing procedures and ensure compliance with payer requirements.
• Work with clinicians to ensure services are coded correctly and billed appropriately.
• Analyze billing reports and recommend strategies to improve revenue collection.

3. Insurance Paneling & Credentialing

• Manage and oversee the credentialing and contracting process with insurance companies and third-party payers.
• Ensure all providers maintain active participation in insurance networks.
• Track upcoming credentialing renewals and ensure timely submission of required documents.
• Negotiate reimbursement rates and contract terms with payers when applicable.
• Keep the clinic up to date on changes in insurance policies and regulations.

4. Staff Utilization & Productivity Optimization

• Develop provider schedules to maximize patient access and clinician efficiency.
• Monitor productivity metrics such as billable hours, patient load, and appointment adherence.
• Identify inefficiencies in scheduling and recommend improvements.
• Ensure adequate staffing levels and oversee hiring, onboarding, and training of administrative personnel.
• Foster a positive work environment that enhances staff performance and retention.

5. Collections & Patient Financial Management

• Implement policies for patient payments, including co-pays, deductibles, and outstanding balances.
• Ensure front desk staff collects payments at the time of service.
• Develop and manage payment plans for patients with financial difficulties.
• Oversee collection efforts and liaise with collection agencies when necessary.
• Improve patient education on financial responsibilities to reduce billing disputes.

6. Compliance & Risk Management

• Ensure compliance with HIPAA, Medicare, Medicaid, and other regulatory requirements.
• Conduct internal audits to identify and correct billing or documentation issues.
• Develop policies and training programs to maintain ethical and legal billing practices.
• Ensure that all patient data is handled securely and in compliance with regulations.

7. Clinical Chart Compliance & Documentation

• Oversee provider documentation to ensure completeness, accuracy, and compliance with State and federal regulations.
• Ensure all patient encounters are properly documented in the Electronic Health Record (EHR)system.
• Conduct periodic chart audits to identify and correct compliance risks related to documentation.
• Train clinicians and support staff on proper documentation practices, including DSM-5 diagnostic coding, progress notes, and treatment plans.
• Monitor adherence to industry standards, including insurance payer requirements, Medicaid/Medicare documentation guidelines, and legal mandates.
• Implement corrective action plans to address documentation deficiencies and mitigated potential risks.
• Work closely with providers to ensure timely completion of patient records to avoid billing delays or legal issues.

8. Operational Efficiency & Technology Utilization

• Oversee the implementation and optimization of Electronic Health Records (EHR) and practice management software.
• Identify technology solutions to improve administrative workflows and reduce manual tasks.
• Maintain relationships with software vendors and ensure staff is trained on new tools.
• Regularly assess and update clinic workflows to improve efficiency and reduce operational costs.

Qualifications/Competencies:

• Bachelor’s degree in Healthcare Administration, Business Management, or a related field Masters (preferred).
• Minimum 3-5 years in healthcare or mental health practice management, with a strong background in revenue cycle management, billing, insurance credentialing, and clinical documentation compliance.
• In-depth knowledge of medical billing, coding (CPT, ICD-10, DSM-5), insurance reimbursement and collections.
• Experience working with EHR and practice management systems.
• Strong analytical skills with the ability to assess financial reports and improve revenue streams.
• Excellent leadership, organizational, and problem-solving skills.
• Knowledge of HIPAA regulations and payer credentialing requirements.

• Strong communication skills to effectively liaise with providers, staff, and insurance companies.

TOTAL REWARDS for working for CHRIS 180:

• Competitive salary
• Competitive 403b benefit defined contribution plan
• Employee Assistance program (EPA)
• Discounted college tuition for select colleges and universities
• Hybrid, in office schedule based on department needs

Schedule: This is a part-time position that typically works 3 (8) hour days per week, requires some flexibility.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, stand, and reach with hands and arms. The employee is occasionally required to lift and/or move up to 20 pounds.

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