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

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

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