Practice Manager – Outpatient Mental Health Services

About the Opportunity

Axe Recruiting is partnering with a growing outpatient mental health organization in Westbury, New York to identify an experienced Practice Manager to oversee day-to-day clinic operations, administrative staff performance, patient access, provider support, and operational workflow improvement.

This is a hands-on leadership role for a healthcare operations professional who understands how to run a busy outpatient practice with structure, accountability, compassion, and urgency. The ideal candidate will bring strong experience managing clinical and administrative teams, improving patient flow, supporting providers, monitoring operational performance, and helping leadership scale a growing healthcare organization.

The organization provides outpatient behavioral health services to patients across the community and is seeking a Practice Manager who can strengthen internal processes, create consistency across the practice, and serve as a key operational partner to senior leadership.

Key Responsibilities

Daily Practice Operations

• Oversee daily operations of the outpatient practice, ensuring the clinic runs efficiently, professionally, and in alignment with organizational standards.
• Manage front desk, intake, scheduling, patient communications, and administrative workflows.
• Monitor patient access, appointment availability, provider schedules, cancellations, and no-show trends.
• Ensure appropriate coordination between intake, administrative staff, providers, billing, and leadership.
• Identify operational bottlenecks and implement practical solutions to improve clinic performance.

Staff Leadership & Accountability

• Supervise administrative and clinical support staff, including intake, reception, scheduling, and other practice support functions.
• Lead daily or weekly staff check-ins to review priorities, issues, patient flow, and operational expectations.
• Train, coach, and develop team members to ensure consistency, professionalism, and accountability.
• Address performance issues directly and appropriately in partnership with leadership.
• Support hiring, onboarding, and training of new team members as the practice grows.

Provider & Clinical Team Support

• Serve as an operational support partner to psychiatrists, psychiatric nurse practitioners, therapists, social workers, and other behavioral health professionals.
• Help ensure providers have organized schedules, complete patient information, and the administrative support needed to deliver care effectively.
• Coordinate with clinical leadership on workflow concerns, documentation issues, patient escalations, and service delivery needs.
• Support a collaborative culture between administrative and clinical teams.

Patient Access & Experience

• Improve the patient intake experience from first contact through scheduled appointment.
• Monitor response times, call handling, appointment scheduling, follow-up coordination, and patient communication standards.
• Help reduce patient drop-off, scheduling delays, and avoidable access barriers.
• Address escalated patient concerns professionally and in alignment with organizational policies.
• Promote a respectful, responsive, and patient-centered environment.

Compliance, Quality & Process Improvement

• Support operational compliance with internal policies, payer requirements, documentation standards, and applicable healthcare regulations.
• Assist with audit readiness, quality improvement initiatives, staff training, and process documentation.
• Monitor adherence to practice workflows and escalate risks or recurring issues to leadership.
• Help implement and refine standard operating procedures across the practice.
• Use data and reporting to identify trends, gaps, and opportunities for improvement.

EMR, Reporting & Workflow Management

• Support effective use of the organization’s EMR and practice management systems.
• Monitor data quality, patient records, scheduling workflows, and administrative documentation.
• Prepare regular updates for leadership on operational performance, staffing concerns, patient access, and workflow improvement.
• Track key metrics such as provider utilization, new patient volume, appointment completion, cancellations, no-shows, and staff productivity.

Ideal Candidate Profile

The ideal candidate is a proven healthcare practice operations leader who is comfortable working in a fast-moving outpatient environment. This person should be hands-on, organized, calm under pressure, and able to manage both people and process.

This role may be a strong fit for candidates with experience as a:

• Practice Manager
• Practice Administrator
• Medical Office Manager
• Clinic Operations Manager
• Healthcare Operations Manager
• Ambulatory Practice Manager
• Behavioral Health Practice Manager
• Outpatient Services Manager

Required Qualifications

• 5+ years of healthcare practice management, clinic operations, or medical office leadership experience.
• Experience supervising administrative and/or clinical support teams.
• Strong understanding of outpatient practice workflows, patient scheduling, intake, documentation, and provider support.
• Experience working with EMR and practice management systems.
• Ability to manage staff accountability, patient escalations, operational issues, and competing priorities.
• Strong communication, organization, and problem-solving skills.
• Ability to work onsite in Westbury, NY.

Preferred Qualifications

• Experience in behavioral health, psychiatry, therapy, care management, or outpatient mental health services.
• Experience working in regulated healthcare environments.
• Familiarity with Medicaid, commercial insurance, quality improvement, audit readiness, or payer documentation requirements.
• Experience with AthenaHealth or similar EMR systems.
• Background supporting physicians, nurse practitioners, therapists, social workers, or other clinical providers.
• Experience improving patient access, reducing no-shows, optimizing provider schedules, or strengthening clinic workflows.
• Knowledge of Long Island / Nassau County healthcare markets.

What Success Looks Like

The successful Practice Manager will bring structure, visibility, and accountability to the practice. Within the first several months, this person will be expected to understand current workflows, identify operational gaps, strengthen staff performance, improve patient access, support provider productivity, and give leadership clear reporting on what is working and what needs attention.

This is a role for someone who is not afraid to be hands-on. The right candidate will be equally comfortable leading staff, reviewing schedules, resolving patient issues, tightening processes, working through EMR challenges, and partnering with leadership on growth.

Compensation

The expected salary range for this role is $105,000 – $130,000, depending on experience, background, and overall fit.

Why This Role

This is an opportunity to join a growing outpatient mental health organization at an important stage of expansion. The Practice Manager will have a meaningful voice in how the practice operates, how staff are supported, how patients access care, and how the organization continues to build a more scalable and consistent care delivery model.

For a healthcare operations leader who enjoys building structure, improving systems, and making a direct impact on patient care, this is a strong opportunity to step into a visible and important leadership role.

About Axe Recruiting

Axe Recruiting is a specialized recruitment partner supporting organizations across healthcare, behavioral health, technology, sales, operations, and executive search. We represent our clients with discretion, professionalism, and a commitment to aligning the right talent with the right opportunity.

All inquiries will be handled confidentially.