Office Manager (Remote) - Contract-to-Hire

About the Organization

Mental Health Practitioners is a woman-owned psychiatric practice that supports patients in California, Arizona, and Oregon. The organization has a team of 20+ providers and focuses on delivering high-quality mental health care within a collaborative, supportive, and close-knit environment. As the practice expands, it is looking for an experienced Office Manager to strengthen administrative operations and guide a remote office team.

Role Overview

This is a hands-on leadership position for someone who is confident, personable, and able to work with minimal direction. In addition to supervising the office team, the manager will actively support daily operations and step in wherever needed. The right person should be comfortable leading people, solving complex issues, navigating sensitive patient situations, and improving systems while helping maintain a positive team culture.

The Office Manager will oversee 8+ remote administrative staff, manage patient escalations, support scheduling operations, and work closely with leadership to improve service quality and operational efficiency across the organization. The role starts as a contract-to-hire assignment for 3 to 6 months. If the arrangement works well for both sides, it transitions into a full-time exempt salaried position with benefits.

Work Location, Schedule, and Pay

This role is remote, but applicants must live in California, Nevada, or Arizona. The schedule is full-time at 40 hours per week, and work must align with Pacific Time hours. During the contract period, compensation is $40 per hour. After conversion, the position becomes a salaried exempt role with benefits.

Responsibilities

• Guide, coach, and support a remote team of 10+ office staff members.
• Hold regular one-on-one meetings, performance discussions, and coaching sessions.
• Manage schedules, workload balancing, and time-off coordination.
• Resolve team concerns and interpersonal issues in a professional manner.
• Hire, onboard, and train new administrative team members.
• Keep communication clear and accountability strong across distributed teams.
• Encourage a workplace culture built on ownership, professionalism, and ongoing improvement.
• Act as the main contact for escalated patient complaints and concerns.
• Handle difficult, emotional, or complex patient conversations with empathy and professionalism.
• Defuse tense situations while maintaining appropriate boundaries.
• Resolve issues quickly and identify ways to improve processes.
• Protect HIPAA compliance and patient confidentiality at all times.
• Record concerns thoroughly and share resolutions clearly.
• Monitor day-to-day office activity and keep workflows moving smoothly across departments.
• Spot operational inefficiencies and put practical fixes in place.
• Create, revise, and enforce office policies and procedures.
• Support compliance with company rules, healthcare regulations, and state-specific requirements.
• Work with leadership on operational projects and strategic improvements.
• Support administrative workflows across multiple states.
• Oversee scheduling, patient communication, billing questions, and other administrative work.
• Ensure timely communication between providers, staff, and patients.
• Track key performance indicators and other operational data.
• Maintain office systems, technology platforms, and administrative tools.
• Plan staffing coverage and scheduling to meet business needs.

Required Qualifications

• 3 to 5+ years of experience in office management, operations management, or healthcare administration.
• History of leading teams of 4 or more employees.
• Strong leadership ability with a track record of motivating, coaching, and holding people accountable.
• Excellent problem-solving skills and solid judgment.
• Strong conflict resolution and de-escalation abilities.
• Excellent written and verbal communication skills.
• Comfort with difficult and sensitive patient conversations.
• Strong organization, follow-through, and attention to detail.
• Ability to work independently and make decisions with limited oversight.
• Proficiency with Google Workspace, Slack, scheduling tools, and office software.
• Working knowledge of HIPAA and patient privacy requirements.
• Reliable internet service and a professional home office setup.
• Residence in California, Nevada, or Arizona is required.

Preferred Experience

• Experience leading fully remote teams.
• Background in behavioral health, psychiatry, or mental health practices.
• Familiarity with multi-state healthcare operations.
• Experience with EMR/EHR and practice management platforms.
• Knowledge of medical billing, insurance, and credentialing workflows.
• Experience building operational processes and improving workflows.

Candidate Profile

• A proven people manager who enjoys developing others.
• Comfortable handling daily operations and working directly alongside staff when needed.
• Skilled at managing difficult patient interactions with empathy and professionalism.
• Strong independent thinker with good problem-solving ability.
• Strategic about staffing, scheduling, and workflow decisions.
• Calm under pressure and able to balance compassion with accountability.
• Proactive, resourceful, and focused on solutions.
• Able to adapt in a fast-moving, growing healthcare environment.
• Committed to strong patient experiences and operational excellence.

Compensation and Benefits

• During the first 3 to 6 months, pay is $40.00 per hour.
• The contract period includes a full-time schedule of 40 hours per week.
• The role is fully remote.
• After conversion to full-time exempt employment, compensation becomes competitive and salaried.
• Converted employees receive health insurance.
• Converted employees receive dental insurance.
• Converted employees receive vision insurance.
• Converted employees receive paid time off.
• Converted employees receive paid holidays.
• Converted employees are eligible for professional development opportunities.
• Converted employees receive 401K.

Equal Opportunity Statement

Mental Health Practitioners is an equal opportunity employer and values a diverse workplace. Qualified candidates from all backgrounds are encouraged to apply.