About the Position
Join a growing private-pay therapy practice that has served Northern Virginia for more than 30 years.
Cabush, Paul & Associates is seeking an experienced Practice Operations Manager to lead the day-to-day administrative and business operations of our practice. This is not an entry-level position. We are looking for a candidate with demonstrated experience managing operations, improving systems, leading staff, and assuming meaningful responsibility within a healthcare, mental health, professional-services, or similarly complex organization.
The Practice Operations Manager helps ensure that every client, family, clinician, employee, and community partner experiences Cabush, Paul & Associates as an organized, responsive, welcoming, and clinically thoughtful practice.
This person will oversee daily operations, support and hold administrative staff accountable, strengthen billing and workflow processes, solve problems independently, and develop systems that allow our clinicians to focus on providing exceptional care. As our first nonclinical leadership hire, the Practice Operations Manager will also work closely with the practice owners to help guide the organization’s continued growth.
This is an exciting opportunity for an experienced operations professional who enjoys creating effective systems, developing people, building strong working relationships, and helping a mission-driven organization thrive. The successful candidate will be comfortable moving between strategic planning and hands-on problem-solving, exercising sound judgment, and taking ownership of results.
Work Location
This is a remote-first position, and most responsibilities may be completed from home. However, candidates must live within a reasonable commuting distance of our Fairfax, Virginia, office and be available to attend occasional in-person meetings, open houses, networking events, staff gatherings, and other practice-related activities. These events may occasionally take place during evening or weekend hours and will be scheduled with advance notice whenever possible.
Applicants who do not have prior experience managing operations, people, and organizational systems are unlikely to be a fit for this role.
Key Responsibilities
1. Client Experience & Intake
Serve as the first point of contact for prospective clients and families, creating a warm, welcoming, and organized intake experience.
Responsibilities include:
· Respond promptly to new client inquiries by phone, email, and website referrals.
· Conduct initial intake conversations to understand each client's needs, concerns, goals, scheduling preferences, and other relevant information.
· Help prospective clients understand our practice, services, fees, and what to expect from the therapy process.
· Collaborate with the practice owners to determine the most appropriate clinician for each new client. During onboarding, clinician recommendations will be reviewed with the practice owners before scheduling. As knowledge of the practice grows, the Practice Operations Manager will gradually assume greater responsibility for clinician matching.
· Monitor completion of intake paperwork and follow up with families as needed.
· Maintain accurate records of new client inquiries and referral sources.
· Send thank you notes to referral sources.
· Develop a strong understanding of each clinician's specialties, therapeutic style, availability, and ideal client population to support thoughtful client matching.
2. Practice Operations
Ensure the day-to-day operations of the practice run smoothly by supporting clinicians, improving systems, and maintaining efficient workflows.
Responsibilities include:
· Coordinate and prepare monthly clinician meetings, including agendas, meeting materials, minutes, and follow up action items.
· Communicate important practice updates, announcements, and operational changes to the clinical team.
· Manage the practice calendar and coordinate scheduling of shared office space.
· Coordinate with vendors and service providers regarding office operations and maintenance.
· Develop, document, and improve office procedures and workflows.
· Support clinicians with administrative needs so they can focus on providing exceptional care.
· Identify opportunities to improve the client experience and overall practice operations.
· Assist the practice owners with special projects and operational initiatives.
3. Billing & Financial Operations
Support accurate billing, timely payment collection, and meaningful financial reporting while maintaining strong internal controls.
Responsibilities include:
· Process weekly client payments by credit card and ACH, including obtaining updated payment information for declined or expiring payment methods.
· Respond to client billing questions and distribute monthly superbills.
· Prepare weekly clinician revenue reports to support payroll and maintain accurate billing records.
· Monitor outstanding balances and provide regular financial reports to the practice owners.
· Generate reports that monitor client retention, attendance, cancellations, clinician caseloads, referral distribution, office utilization, and overall practice performance.
· Identify trends and opportunities that improve operational efficiency, clinician productivity, and the client experience.
· Process refunds or account credits with approval from the practice owners.
4. Marketing & Community Engagement
Support the growth of the practice through consistent communication, community outreach, and coordinated marketing efforts.
Responsibilities include:
· Coordinate and distribute email communications through Mailchimp, including newsletters, event announcements, and practice updates.
· Maintain and update the practice website.
· Help develop and implement a coordinated communication and marketing strategy across email, the website, and social media.
· Support social media planning and scheduling.
· Coordinate marketing efforts for groups, retreats, workshops, and special events.
· Assist in planning community events, open houses, and outreach opportunities.
· Build and maintain relationships with referral sources, schools, physicians, and community partners.
· Track marketing initiatives and recommend opportunities to increase community engagement and practice growth.
5. Program Coordination
Support the planning, organization, and successful execution of groups, retreats, workshops, and experiential programming.
Responsibilities include:
· Coordinate participant registration and communication.
· Manage logistics with venues, vendors, and program partners.
· Support planning meetings and implementation timelines.
· Prepare participant materials and program resources.
· Assist with operational needs during retreats, workshops, and special events.
Who Thrives in This Role?
The ideal candidate is someone who:
· Enjoys building relationships and helping people feel welcomed and supported.
· Is highly organized, detail oriented, and proactive.
· Thinks in systems and enjoys improving processes and solving problems.
· Communicates with warmth, professionalism, and confidence.
· Thrives working independently while collaborating closely with a team.
· Is excited to help a growing, mission driven practice serve more clients and families.
What We Offer
· Competitive salary of $60,000 to $75,000, based on experience.
· 401(k) retirement plan.
· Health Reimbursement Arrangement (HRA).
· Primarily remote work with flexibility.
· A collaborative, supportive team culture.
· Opportunities for professional growth and increasing leadership responsibility.
· The opportunity to help shape the future of a growing practice dedicated to serving teens, young adults, adults, and families.
Pay: $61,659.35 - $75,000.00 per year
Benefits:
- 401(k) matching
- Flexible schedule
- Paid time off
Education:
Experience:
- healthcare or behavioral health operations: 5 years (Required)
- medical billing: 3 years (Required)
- Leading organizational growth and operational improvement: 3 years (Required)
Work Location: Hybrid remote in Fairfax, VA 22030
