Mental Health Clinic Operations Manager

Please Read Before Applying

This is not a traditional desk-based clinic manager position. Health Haven is seeking an ambitious, resourceful and highly accountable leader who wants to improve patient care, build effective systems and grow with an expanding mental-health organization.

We value initiative, compassion, tenacity, resilience, integrity, organization and personal ownership. The right person notices operational gaps, communicates directly, develops solutions, follows through and remains accountable until the desired outcome is achieved.

Please do not apply if you are looking only for a routine position with narrowly defined responsibilities or are uncomfortable being held accountable for measurable results. This role requires a go-getter who will engage directly with patients, providers, staff, referral partners and organizational leadership. Strong performance and measurable impact can create opportunities for increasing responsibility as Health Haven grows.

Position Overview

Health Haven is seeking a hands-on Multi-Site Mental Health Clinic Operations Manager to oversee the daily performance, patient experience and operational growth of our outpatient mental-health clinics.

The Clinic Operations Manager will coordinate multiple locations, improve provider and staff productivity, support revenue-cycle performance, monitor documentation completion, strengthen patient retention and develop community referral relationships.

This leader must balance operational efficiency with compassionate patient care. Productivity is important, but it cannot come at the expense of clinical quality, patient dignity, provider-patient rapport or safe care. The successful candidate will be visible and engaged across the clinics, regularly interacting with patients and families, supporting providers and staff, reviewing performance, identifying barriers and ensuring agreed-upon actions are completed.

Primary Responsibilities

Multi-Site Clinic Operations

• Oversee daily operations across multiple Health Haven locations and maintain consistent workflows, service standards and accountability.
• Conduct regular site visits and remain accessible to providers, staff and patients.
• Ensure clinics open on time, are appropriately staffed and operate efficiently.
• Monitor scheduling, registration, intake, insurance verification, authorizations, clinical support and checkout processes.
• Identify performance differences among locations and implement corrective action when needed.
• Create and maintain standard operating procedures and organized systems for responsibilities, deadlines, barriers and completed actions.
• Prepare locations for internal reviews, payer audits, licensing inspections and other operational requirements.
• Coordinate facility, technology, supply, staffing and patient-flow needs and promptly escalate clinical, compliance, safety or personnel concerns.

Patient Experience and Rapport

• Promote a welcoming, compassionate and respectful environment for patients and families.
• Interact directly with patients to understand their experience and address service concerns.
• Build rapport with patients who may be anxious, distressed, frustrated or experiencing symptoms related to mental illness.
• Train and support staff in effective communication with mental-health patients and families.
• Ensure complaints and concerns are acknowledged promptly, investigated appropriately and resolved whenever possible.
• Monitor patient satisfaction, complaints, retention and continuity of care.
• Improve communication regarding appointments, medication-related follow-ups, referrals and ongoing treatment.
• Help patients navigate operational barriers without providing clinical advice outside the manager's qualifications.
• Protect confidentiality, professional boundaries, patient dignity, privacy and quality of care.

Provider Engagement and Performance

• Develop constructive working relationships with psychiatrists, nurse practitioners, therapists, medical assistants and support staff.
• Conduct regular provider check-ins to identify scheduling, staffing, documentation and workflow barriers.
• Help providers maintain appropriate and productive schedules without compromising clinical quality.
• Monitor schedule utilization, completed encounters, cancellations, no-shows and available appointment capacity.
• Ensure patients are scheduled according to clinical instructions and organizational standards and coordinate timely follow-up when closer monitoring is requested.
• Support provider onboarding and understanding of clinic workflows, documentation expectations and performance standards.
• Address operational performance concerns directly and professionally, recognize strong performance and establish improvement plans when needed.
• Promote open communication between providers, front-office staff, clinical support staff and leadership.

Scheduling and Productivity Management

• Optimize provider schedules to improve access, continuity, retention and appropriate visit volume.
• Monitor open appointments and establish processes to fill cancellations promptly.
• Reduce preventable no-shows through reminders, confirmations, patient education and timely outreach.
• Review appointment types and visit lengths for appropriateness and ensure providers have sufficient support to work efficiently.
• Track new patients, follow-up visits, completed encounters, no-show rates and schedule utilization by provider and location.
• Identify patients who have fallen out of care and coordinate appropriate re-engagement outreach.
• Work with clinical leadership to ensure scheduling expectations reflect patient complexity and clinical needs.
• Improve productivity through better systems, preparation and coordination, not unsafe overbooking or reduced care quality.

Documentation and Quality of Notes

• Monitor whether clinical documentation is completed accurately and within required timeframes.
• Track unsigned, incomplete, delayed or administratively deficient notes and coordinate resolution of missing documentation, orders, treatment plans and follow-up.
• Review documentation for administrative completeness, consistency and billing support within the manager's training and authority.
• Coordinate concerns requiring clinical judgment with licensed clinical leadership.
• Ensure note-monitoring processes comply with payer, regulatory, organizational and privacy requirements.
• Identify repeated documentation problems and arrange education, workflow support or corrective action.
• Promote accurate documentation that reflects services rendered and supports continuity of care. Never encourage inaccurate documentation, cloned notes, upcoding or billing for services not performed.

Revenue-Cycle Management

• Work with billing, credentialing, authorization and finance teams to improve revenue-cycle performance.
• Monitor insurance verification, eligibility, prior authorizations, claim submission and payment-related workflows.
• Identify operational causes of claim denials, delayed billing and lost revenue.
• Track missing notes, coding-related administrative deficiencies, incomplete patient information and authorization problems.
• Review accounts-receivable trends, denial patterns, collection delays and unresolved claims with the revenue-cycle team.
• Ensure patient balances and financial concerns are communicated professionally and accurately.
• Coordinate corrective-action plans for recurring problems and improve clean-claim performance while maintaining accurate, ethical billing.

Marketing, Outreach and Patient Acquisition

• Support patient-acquisition initiatives for Health Haven's psychiatric, therapeutic and specialized treatment services.
• Build and maintain relationships with hospitals, primary-care practices, behavioral-health programs, schools, residential facilities, community organizations and other referral sources.
• Conduct periodic in-person outreach and professionally represent Health Haven at meetings, events and referral-development activities.
• Ensure inquiries and referrals receive prompt follow-up and track referral sources through scheduling and completed appointments.
• Monitor lead quality and conversion, not only lead volume.
• Collaborate with marketing to identify service needs, common questions and patient-access barriers.
• Provide feedback on which outreach efforts produce appropriate patients and sustainable growth and strengthen existing referral partnerships through consistent communication.

Clinical-Research Referral Coordination

• Educate staff and providers about clinical-research opportunities approved for internal communication.
• Establish a consistent process for identifying patients who may be interested in learning about clinical trials and coordinate potential referrals to Health Synergy Clinical Research when appropriate.
• Ensure participation is voluntary and information is provided through appropriate research personnel.
• Protect patient privacy and obtain required permission before sharing protected information.
• Track research referrals, completed contacts, prescreens and outcomes.
• Ensure research considerations never interfere with appropriate clinical treatment or patient choice and maintain clear separation between routine care and research consent.

Staff Leadership and Accountability

• Supervise, coach and support front-office, scheduling and designated clinical-support personnel.
• Establish clear responsibilities, performance expectations and follow-up processes.
• Conduct structured team meetings and one-on-one performance discussions.
• Ensure assignments are completed accurately and on time and address poor communication, missed responsibilities and repeated workflow failures promptly.
• Develop staff through training, coaching and written procedures.
• Support recruitment, onboarding and retention of strong team members.
• Promote professionalism, collaboration, compassion and respect across all locations.
• Maintain accountability without creating a punitive or fear-based workplace and develop future leaders as the organization expands.

First 30-Day Expectations

Within the first 30 days, the Clinic Operations Manager will be expected to:

• Visit and assess each assigned Health Haven location and meet with key providers, staff and organizational leaders.
• Review scheduling, intake, documentation, billing, patient-service and referral workflows.
• Establish baseline metrics for provider productivity, schedule utilization, no-show rates, documentation completion, patient retention and revenue-cycle performance.
• Identify urgent operational, patient-experience and compliance concerns.
• Implement a weekly multi-site operations dashboard and regular provider and staff check-ins.
• Review outstanding notes, authorization problems, denials and other revenue-cycle barriers.
• Assess referral sources, patient-acquisition efforts and community outreach.
• Review the process for connecting appropriate patients with clinical-research opportunities.
• Present a written 30-day assessment identifying completed actions, major barriers, immediate priorities and the plan for the following 60 days.

Ongoing Performance Measures

Success in this position will be evaluated using metrics such as:

• Provider schedule utilization and completed patient encounters by provider and location.
• New-patient scheduling and appointment completion.
• Patient no-show and cancellation rates.
• Patient retention and continuity of care.
• Timeliness and completion of clinical documentation, including unsigned or deficient notes.
• Patient satisfaction, complaints and resolution time.
• Provider and staff engagement.
• Insurance-verification and authorization accuracy.
• Clean-claim rates, preventable denials, accounts-receivable trends and billing delays related to clinic operations.
• Lead-response time, referral conversion and growth in appropriate patient referrals.
• Community outreach activity and referral-partner development.
• Appropriate clinical-research referrals and completed prescreens.
• Completion of operational projects and corrective-action plans.
• Consistency of performance across clinic locations.

The manager will be evaluated on outcomes, not merely meetings held, emails sent or reports produced.

Required Qualifications

• Previous managerial or supervisory experience in healthcare, behavioral health, medical practice operations or a comparable service environment.
• Demonstrated experience holding staff accountable and improving operational performance.
• Strong understanding of scheduling, patient access, documentation workflows and customer service.
• Experience working with providers or other licensed professionals.
• Familiarity with healthcare billing, insurance verification, authorizations, claim denials or revenue-cycle processes.
• Strong organizational, analytical, project-management, written and verbal communication skills.
• Ability to communicate calmly and respectfully with patients experiencing emotional distress or behavioral-health symptoms.
• Ability to develop rapport with patients, families, providers, staff and referral partners.
• Willingness and ability to travel between assigned clinic locations.
• Ability to use electronic health records, spreadsheets, dashboards and project-management systems.
• Demonstrated initiative, resilience, problem-solving and personal accountability.
• Willingness to learn unfamiliar aspects of mental-health operations, billing, compliance and clinical research.

Preferred Qualifications

• Experience managing multiple medical or behavioral-health locations.
• Experience in outpatient psychiatry, behavioral health or mental-health services.
• Direct experience with revenue-cycle management and payer requirements.
• Experience monitoring provider productivity and documentation completion.
• Experience developing hospital, clinic or community referral relationships.
• Familiarity with clinical-research referrals.
• Bachelor's degree in healthcare administration, business, management, public health or a related field.
• Knowledge of HIPAA, OSHA, payer requirements and healthcare compliance.
• Experience building dashboards, tracking KPIs and implementing performance-improvement plans.

A candidate without direct mental-health experience may still be considered if they have strong healthcare management experience, demonstrate excellent judgment and are genuinely willing to learn how to work effectively and compassionately with mental-health patients.

Application Requirements

Applicants should submit:

• A current resume.
• A summary of the number and types of locations, providers and staff they have managed.
• Examples of measurable operational improvements they personally led.
• Experience with revenue cycle, provider performance, patient acquisition or documentation management.
• An example of a difficult operational problem they took ownership of and resolved.
• A brief explanation of why they consider themselves a go-getter.
• A description of why they want to grow with Health Haven.

Applicants should clearly explain their personal contribution to any improvements described rather than attributing results generally to a previous organization.

Candidate Assessment

Finalists may be asked to complete a brief paid practical assessment involving:

• Reviewing a sample clinic operations dashboard.
• Identifying scheduling, documentation, revenue-cycle and patient-retention concerns.
• Proposing a 30-day operational improvement plan.
• Explaining how they would approach a provider with repeated documentation or productivity concerns.
• Describing how they would respond to a dissatisfied or emotionally distressed patient.
• Developing a basic outreach and patient-acquisition tracking plan.

We are seeking a leader who is compassionate with patients, credible with providers, firm about accountability and relentless about follow-through. The right person will not simply maintain the clinics; they will help Health Haven build a stronger, more consistent and scalable system of mental-health care.

What We Offer

• Comprehensive Medical Plans
• Dental Insurance
• Vision Insurance
• Employer-paid Short-Term Disability
• Employer-paid Long-Term Disability
• Employer-paid Life Insurance
• Voluntary Benefits
• Employee Assistance Program (EAP)
• Paid Vacation Time
• Paid Sick Time
• Paid Federal Holidays
• Professional Development Opportunities
• Collaborative Clinical Environment
• Opportunities to Participate in a Growing Behavioral Health Organization

Equal Opportunity Employer

We are an equal opportunity employer and comply with all applicable federal, state of Florida, and local employment laws. Employment decisions are made without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, marital status, veteran status, or any other status protected by law. We are committed to maintaining a workplace free from discrimination, harassment and retaliation and to fostering an inclusive environment where all employees are treated with fairness, dignity and respect.

All positions requiring Florida Care Provider Background Screening through the Clearinghouse are subject to background screening requirements under House Bill 531 (2025). For more information, please visit the Care Provider Background Screening Clearinghouse Education and Awareness website.