Assistant Office Manager

Location: West Islip, NY (On-site) Job Type: Full-Time (flexible 4 or 5 days per week)

Salary Range: $58,600 to $66,000 per year (commensurate with experience)

About Us: We are a growing, physician-led psychiatric practice located in West Islip, NY, specializing in advanced, interventional treatments for mental health conditions. While medication management forms the foundation of our patient care, our facility heavily utilizes cutting-edge therapeutic modalities, including Transcranial Magnetic Stimulation (TMS) and Spravato (esketamine) nasal spray. We are looking for a dedicated and highly skilled Assistant Practice Manager to support our administrative team and ensure our clinic runs smoothly, compliantly, and compassionately.

The Role: We are seeking an assistant practice manager who understands the unique logistical, regulatory, and financial demands of a modern psychiatric practice. You will serve as the central operational contact, bridging the gap between our clinical providers, specialized technicians, patients, and insurance payers. The ideal candidate will have extensive experience in mental health billing, specific knowledge of New York insurance structures, and the organizational bandwidth to manage complex treatment scheduling.

Key Responsibilities: Routine Practice Management: Oversee daily administrative operations, greet patients, handle complex appointment scheduling, supervise front-desk staff, and foster a welcoming environment. Behavioral Health Billing & Insurance: Verify patient insurance eligibility and navigate complex New York behavioral health "carve-outs," ensuring claims are properly routed to specialized managed care organizations. Prior Authorizations: Manage the prior authorization processes specifically required by commercial payers and Medicare for high-cost interventional treatments like TMS and Spravato. Spravato REMS Compliance: Act as a primary administrative safeguard for our SPRAVATO® REMS program. You will ensure all patients are properly enrolled before treatment, help manage the mandatory 2-hour post-administration observation scheduling matrix, and maintain strict, DEA-compliant logs of medication receipt and dispensing. Revenue Cycle Optimization: Oversee daily charge capture and ensure strict compliance with psychiatric CPT coding guidelines.

Qualifications: 3 to 5+ years of progressive medical office management experience, with a strong preference for candidates with a background in psychiatry, behavioral health, or neurology. Deep, localized understanding of New York commercial insurance, Medicare/Medicaid managed care, and regional behavioral health carve-out networks. Hands-on experience managing the administrative workflows for TMS therapy or Spravato REMS compliance is highly preferred. High proficiency in utilizing and optimizing purpose-built behavioral health Electronic Health Record (EHR) systems. Excellent leadership, communication, and problem-solving skills, with a patient-first mentality. Experience using Google Workspace, Slack, or other internal communication and collaboration tools.

Base Salary: $58,600 to $66,000 per year (commensurate with experience)Paid-time off: 2-weeks paid time off each year, plus all federal holidays and a one-week holiday break beginning in December Sick time: 5 days Health Coverage: Medical benefits through Aetna, Dental, and Vision insurance. Retirement: 401(k) plan with company matching.