Practice Manager

About Us

Mindful Communication Group (MCG) is a multidisciplinary outpatient therapy group practice serving children and adults in Virginia and Georgia. Our licensed clinicians provide mental health therapy, speech therapy, and early intervention services. We are seeking a highly organized and experienced Practice Manager to join our growing team and support the daily operations of our Newport News location.

The Opportunity

As Practice Manager you will play a central role in keeping our Newport News office running efficiently, supporting our clinicians, serving our clients, and managing day-to-day operations with professionalism and care. We are looking for someone who takes ownership, thinks proactively, and understands that the health of the practice.

Responsibilities

Client Services & Front Desk

• Serve as the first point of contact for clients, greet and check in clients, answer and manage multi-line phones, collect co-pays, and maintain a welcoming and professional front desk environment

• Manage client no-shows and late cancellations, documenting appropriately and following MCG policy for follow-up

• Send appointment reminders and follow up with clients regarding outstanding paperwork or upcoming appointments

• Respond to client inquiries professionally and escalate complex concerns to ownership as appropriate

Intake & Scheduling

• Manage the full client intake process from initial contact through appointment scheduling, including entering and maintaining accurate client information in SimplePractice

• Conduct phone screenings for prospective clients requesting a consultation prior to scheduling

• Send, track, and follow up on completion of all intake paperwork through SimplePractice

• Coordinate clinician schedules, manage appointment calendars, and support clinicians with scheduling changes and documentation needs

Insurance, Authorizations & Referrals

• Conduct insurance verification for new and existing clients prior to scheduled appointments confirming benefits, eligibility, co-pays, and coverage details

• Obtain and manage prior authorizations across Medicaid, Medicare, and commercial payers tracking authorization units, frequency limits, and expiration dates

• Process and coordinate incoming and outgoing referrals ensuring timely routing to the appropriate clinician or external provider

• Follow up with payers on pending authorizations and referrals to prevent service delays

• Communicate authorization and coverage details to clinical and billing staff to ensure seamless workflow

Business Development & Referral Growth

• Think and act like a growth partner, actively identifying opportunities to expand MCG's presence, increase referral volume, and strengthen the practice's position in the community

• Build and maintain strong relationships with referral sources, serving as a consistent, professional face of MCG

• Conduct proactive outreach to existing and prospective referral sources by phone and email

• Maintain an organized and up-to-date referral source contact list and track all outreach activity, referral trends, and pipeline development — reporting regularly to ownership to inform growth strategy

• Collaborate with ownership to design and distribute outreach materials including flyers and promotional content

• Support MCG's social media presence

Administrative & Office Operations

• Send, receive, and route incoming and outgoing faxes promptly

• Upload, scan, and file documents accurately into SimplePractice

• Maintain organized and up-to-date electronic and physical client records

• Sort, distribute, and manage incoming and outgoing mail

• Maintain office supply inventory and notify management when restocking is needed

• Ensure the office and waiting area are clean, organized, and welcoming at all times

• Assist with opening and closing office procedures daily

• Support clinicians with administrative needs including printing, copying, and document preparation

• Assist with onboarding new clinicians as directed by ownership

• Assist with the development and maintenance of standard operating procedures, office manuals, and practice protocols as directed by ownership

Why Join Mindful Communication Group

• Therapist-owned, mission-driven private practice

• Supportive, collaborative work environment

• Opportunity to grow with an expanding practice

Join us as a Practice Manager and be at the forefront of delivering exceptional healthcare experiences! Your expertise will help shape efficient clinic operations while supporting our mission to provide outstanding holistic client-centered care.