Job Description
Company: STRATEGIC THERAPEUTIC SOLUTIONS
Location: Southwest Ohio (Middletown / Norwood)
Position Type: Full-Time
Reports To: Practice Manager
About STRATEGIC THERAPEUTIC SOLUTIONS
STRATEGIC THERAPEUTIC SOLUTIONS is an expanding, CARF-accredited and state-certified outpatient behavioral health organization providing comprehensive psychiatric services, psychotherapy, case management, and dedicated Substance Use Disorder (SUD) programs. Our clinical care model includes in-person outpatient care across our physical clinic locations (including Middletown and Norwood, Ohio), state-wide telepsychiatry, and intensive outpatient programming (IOP). Led by experienced psychiatric leadership, our multidisciplinary team includes adult and child psychiatrists, psychiatric nurse practitioners (PMHNPs), licensed psychotherapists, and case managers.
Position Overview
We are seeking an organized, proactive Assistant Practice Manager with experience in Community Mental Health Center (CMHC) operations or busy outpatient behavioral health and addiction clinics.
In this role, you will assist the Practice Manager in running the day-to-day operations of a busy practice. You will help coordinate administrative staff, patient intake, provider schedules, billing follow-up, and daily workflows across our physical sites and virtual programs. Working under the Practice Manager’s direction, you will help resolve operational issues, support compliance and staff onboarding, and keep patient care and administrative tasks moving smoothly.
How to Apply
Complete the application form on this page and email your resume to connect@stshealing.com. Please use the subject line Assistant Practice Manager — Your Name and describe your behavioral health operations, scheduling, billing support, and team-coordination experience. You may also submit your resume directly to connect@stshealing.com.
Responsibilities:
1. Daily Practice Operations & Team Support
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Assist the Practice Manager with day-to-day operations across the Middletown and Norwood offices and virtual care programs.
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Help coordinate front-desk staff, intake coordinators, scheduling specialists, and other administrative team members; provide guidance and escalate staffing or performance concerns to the Practice Manager.
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Monitor provider schedules, appointment availability, cancellations, and no-shows; help fill open appointments and maintain an orderly clinic flow.
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Support patient intake, referral follow-up, and coordination between psychiatry, therapy, case management, and intensive outpatient (IOP) services.
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Address routine administrative issues and patient-service concerns, escalating clinical questions and complex operational matters to the appropriate manager or clinician.
2. Billing & Documentation Follow-Up
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Assist with tracking outstanding billing tasks, claim issues, and requests from the third-party medical billing service under the Practice Manager’s direction.
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Monitor incomplete encounter documentation and missing charges; follow up with providers according to practice procedures and report unresolved items to the Practice Manager.
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Support insurance verification, copay and deductible collection, and approved patient-payment workflows.
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Prepare daily and weekly scheduling, encounter, and billing follow-up summaries for the Practice Manager.
3. Compliance & Quality Support
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Help maintain records, checklists, and administrative procedures that support CARF accreditation and applicable state and federal requirements.
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Follow HIPAA and 42 CFR Part 2 confidentiality requirements when handling patient information and support staff adherence to established privacy procedures.
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Assist with audit preparation, staff training coordination, and implementation of policy updates under management direction.
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Report privacy concerns, documentation gaps, and operational risks promptly to the Practice Manager or designated compliance lead.
4. Recruitment, Onboarding & Practice Growth
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Support recruitment by coordinating interviews, maintaining applicant records, and following up on required onboarding documents.
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Assist with credentialing and payer-enrollment paperwork, tracking outstanding items for management review.
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Help new staff and providers learn scheduling systems, electronic health record (EHR) workflows, and practice procedures.
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Maintain onboarding checklists and assist the Practice Manager with operational projects as outpatient and IOP services expand.
Skill & Experience
Required
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Experience: Minimum of 3–5 years of administrative, operations, or supervisory experience in a Community Mental Health Center (CMHC), addiction treatment facility, or multi-provider psychiatric practice.
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Practice Operations: Working knowledge of patient scheduling, intake coordination, insurance verification, and routine behavioral health billing follow-up.
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Privacy & Compliance: Familiarity with HIPAA, 42 CFR Part 2, and the importance of accurate records and established compliance procedures.
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Team Coordination: Ability to support administrative staff, organize competing priorities, follow through on outstanding tasks, and escalate issues appropriately.
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Technology: Proficiency with electronic health records (EHR), scheduling software, and standard office and reporting tools.
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Communication: Clear, professional communication with patients, providers, administrative staff, and external billing partners.
Preferred
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Bachelor’s degree in Healthcare Administration, Business Administration, Human Services, or a related field.
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Experience supporting operations across multiple clinic locations and telehealth programs.
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Familiarity with Ohio Medicaid managed care plans, commercial insurance, and behavioral health or IOP billing workflows.
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Experience assisting with CARF audit preparation, provider credentialing, payer enrollment, or staff onboarding.
Core Competencies
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Organization & Follow-Through: Keep schedules, records, and administrative tasks accurate and timely.
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Patient-Centered Service: Help patients access care and address routine concerns calmly and professionally.
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Teamwork & Accountability: Work closely with the Practice Manager, support colleagues, and communicate problems early.
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Discretion & Compliance: Protect confidential information and follow approved practice procedures.
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Adaptability: Stay effective in a busy, growing behavioral health practice.
Benefits & Compensation
Competitive salary commensurate with behavioral health practice operations and supervisory experience.
Performance incentives tied to operational metrics, practice growth, and billing efficiency.
