Job description:

Clearwave Mental Health is one of New York’s fastest-growing outpatient mental health organizations, providing Psychiatry, Psychotherapy, Transcranial Magnetic Stimulation (TMS), and Spravato® treatment services across multiple locations throughout New York State.

Our mission is to improve access to high-quality mental health care while delivering an exceptional experience for patients, providers, employees, and the communities we serve.

Why This Role?

Are you a driven leader who enjoys building relationships, solving problems, developing teams, and making a meaningful impact?

Clearwave Mental Health is seeking a Practice Manager to lead our newest Syracuse location specializing in Transcranial Magnetic Stimulation (TMS), an innovative, non-invasive treatment helping patients find relief from depression, OCD, and other mental health conditions.

This is not a traditional office manager role. The Practice Manager serves as the operational leader of the location, overseeing patient experience, team performance, business growth, and day-to-day operations while working closely with providers and executive leadership.

We’re looking for someone who thrives in a fast-paced environment, enjoys taking ownership, and wants the opportunity to grow their career while helping expand access to life-changing mental health treatment.

No prior TMS experience is required. We provide comprehensive training and ongoing support to help you become an expert in this rapidly growing field.

Practice Leadership & Growth

• Lead the day-to-day operations of the Syracuse practice.
• Drive location performance and achieve key operational and growth metrics.
• Monitor patient volume, scheduling efficiency, patient satisfaction, and overall practice success.
• Build relationships with local physicians, therapists, healthcare organizations, and referral partners.
• Identify opportunities to increase patient access, improve operational performance, and grow the practice.
• Partner with executive leadership on strategic initiatives and business development efforts.

Patient Experience & Care Coordination

• Serve as a primary point of contact for prospective and existing patients throughout their treatment journey.
• Conduct patient consultations and educate patients on TMS treatment, expectations, and the treatment process.
• Coordinate scheduling, patient follow-up, and ongoing communication.
• Ensure patients receive an exceptional experience from initial inquiry through completion of treatment.
• Participate in weekly patient rounds with the supervising psychiatrist.
• Act as a liaison between patients, providers, and support staff.

Clinical Operations

• Become certified to administer Transcranial Magnetic Stimulation (TMS) treatments through Clearwave’s training program.
• Administer TMS treatments and monitor patient comfort throughout care.
• Ensure proper treatment setup, documentation, and adherence to clinical protocols.
• Maintain accurate patient records within the electronic medical record system.
• Support clinical quality and patient safety initiatives.

Team Leadership

• Recruit, train, coach, and manage TMS Technicians.
• Create schedules and ensure adequate staffing coverage.
• Foster a positive, accountable, and patient-centered culture.
• Provide ongoing coaching, feedback, and development for team members.
• Promote teamwork, professionalism, and operational excellence.

Insurance & Administrative Operations

• Verify insurance benefits and educate patients regarding coverage.
• Submit and track prior authorizations.
• Coordinate with insurance companies regarding approvals and claims.
• Track patient leads and conversion activity.
• Answer incoming inquiries and respond to patient questions.
• Collect payments and support front-office operations.
• Maintain accurate reporting, scheduling, and operational records.

Qualifications

• Bachelor’s Degree
• Strong communication, organizational, and interpersonal skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong attention to detail and problem-solving abilities
• Passion for patient care and delivering exceptional service

Preferred

• 2+ years of leadership, management, or supervisory experience
• 2+ years of experience in healthcare, operations, patient services, hospitality, customer success, sales, or another client-facing environment
• Experience leading teams and driving performance
• Experience in healthcare or mental health settings
• Proficiency with Microsoft Office and technology platforms
• Experience with scheduling, insurance verification, or healthcare operations

What Makes Someone Successful in This Role?

• You enjoy taking ownership and solving problems.
• You are energized by building relationships and helping others.
• You are comfortable leading people and holding teams accountable.
• You thrive in a fast-paced, growing organization.
• You are compassionate, professional, and patient-focused.
• You enjoy balancing operations, leadership, and business growth responsibilities.

Physical Requirements

• Ability to walk, stand, bend, and stoop as needed throughout the workday.
• Ability to respond appropriately in emergency situations.

Why Join Clearwave?

• Opportunity to lead and grow a practice location.
• Extensive training and professional development.
• Direct exposure to executive leadership.
• Meaningful work that changes lives every day.
• Career growth opportunities within a rapidly expanding organization.
• Be part of one of New York’s fastest-growing mental health organizations.

Job Type: Full-time

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person (Syracuse, NY)

Pay: From $65,000.00 per year