Practice Manager, Clinic Operations

Who we are

PeopleFirst Clinic is a social justice focused, queer affirming mental health clinic in Woodbury, MN. We exist to expand access to care for people who are too often underserved or turned away: queer and trans communities, BIPOC communities, and everyone who has ever felt like the mental health system was not built for them. It is the reason the clinic exists.

Much of our work is with children, adolescents, and their families, and we take joy seriously. A clinic for kids should feel like a place where happiness is allowed. Laughter in the waiting room is not a distraction from the work here. It is part of the work.

The heart of where we are going: right now our work is split across therapy and medication management, children and adults, in a space we are outgrowing. In our new building we are building an intensive outpatient program that is, before anything else, a welcoming and healing place for kids, especially neurodivergent kids and kids who have never felt at home in a clinic. Not a program that fits them in. A place built for them. Our owner and our clinicians are genuinely excited to build it, and the person in this job helps us build it right.

None of that is possible if the business underneath it is not sound. Mission and margin are not in competition here. A firm financial foundation is what lets us keep access open, pay people fairly, and still be here in ten years. Whoever leads our operations holds both of those truths at once, because we do.

Where we are

We are growing from strength. Our founder built this clinic from nothing in two years, passed $1 million in annual revenue, and is ambitious about where it goes next. You will feel that pace here. We have purchased a beautiful new building, are preparing to move into it, and are building toward an intensive outpatient program in the next couple of years, which this role helps build from the ground up. Our founder's reputation is one of the clinic's real assets. This role turns what that name has earned into a brand and an operation the whole clinic owns and can scale.

The role

This is a working manager role: part of your week at the front desk, part of it building the operation behind the front desk. Most of our administrative team is overseas, and leading that team well is one of the biggest levers in the job.

The center of this job is growth: capturing leads and turning them into patients, organizing a team that can handle more, and growing the clinic without sanding off what makes it work. The business underneath has to stay solid, operations, people, and money. Our revenue cycle already has strong help. What we do not have is the person who runs the front of the machine and leads the team behind it. Marketing and social media are tools of that growth, and they are the learn-it side of the role: you do not have to arrive doing them, but you do have to be willing and able to grow into them.

Business skill is only half of this job. The other half is heart. We are a neurodivergent affirming clinic, and many of us are neurodivergent ourselves. Leading here means bridging communication styles with patience and clarity, having hard conversations early and kindly, and building systems that work for different kinds of brains. If Brené Brown's work on courage, vulnerability, and clear, kind communication speaks to you, you will recognize this place.

What you will own

The core of the job:

- Lead capture and intake growth: own the path from first click or first call to a kept first appointment. Fast follow-up, a queue worked every day, and a weekly count of where leads leak. We built the funnel. You run it, measure it, and make it better.
- Front desk and patient flow: share front desk coverage and own the experience from first call to first appointment.
- The admin team: lead our mostly-overseas admin staff, set priorities, build SOPs and checkoffs, and raise efficiency so work gets finished without the owner chasing it.
- People and HR: run hiring as we grow, onboard people well, and handle schedules, expectations, and hard conversations like a grown-up organization.
- Revenue operations: partner with our billing lead on schedule fill, collections per clinician, and denial follow-up, reported plainly and regularly. You lead with the numbers. You do not have to be the biller.
- Finances: keep the clinic's numbers organized and current with our bookkeeper and accountant, and keep a simple, honest scoreboard for the business.
- Access, in practice: watch for the places where our systems quietly make care harder to reach for the communities we serve, and fix them.
- Growth projects: help plan and execute the move into our building and the launch of the IOP.

The grow-into part:

- Marketing, brand, and community: grow into building the clinic's brand and community presence across referrals, schools, our website, and community life, so demand belongs to PeopleFirst and not only to one person.
- The owner's social media: our founder has built a real and growing audience. Growing into this job means learning to scale it, so a personal audience becomes one of the clinic's growth engines.

What success looks like

- Chairs filled and kept filled; an empty chair gets a fill plan within days, not weeks.
- Every lead answered fast and counted, and the path from first contact to kept first appointment measurably improving.
- The owner out of the middle of everything: the clinic runs on systems you built.
- Revenue and margin both expanding, with the numbers to show it.
- An IOP standing on its own feet, built with your fingerprints on it: a welcoming, healing place where neurodivergent kids especially can feel at home.
- Access expanding as we grow, and the culture intact. A revenue result that erodes the mission is not a pass, and a mission result that leaves the business shaky is not a pass either.
Compensation and benefits

• Base: $70,000 to $85,000, depending on experience.
• Bonus: quarterly performance bonus, target 10 to 15 percent of base (up to about 20 percent in an exceptional year), tied to expanding revenue and margin and measured on numbers this role controls: schedule fill, collections per clinician, denial rate, time to fill an empty chair, and admin team completion. This role shares in the clinic's financial success.
• Benefits: health, dental, and vision insurance; short-term and long-term disability; 401(k) with a 4% match; 3 weeks of paid time off; 7 paid holidays.

Where this role can go

Upward potential here is real, and it is tied to scale. As the clinic grows into its building, launches the IOP, and adds services and staff, this role grows with it: a bigger team, a bigger budget, more scope, and compensation that rises with the responsibility. The person who helps build the next stage is the natural choice to lead operations at that stage. We cannot promise a title on a date. We can promise that growth here gets noticed, rewarded, and promoted from inside.
What we are looking for

The non-negotiables:

• Lead capture and growth. You know how a lead becomes a patient: capture it, follow up fast, work the queue every day, and count where leads leak. Growing a service business by fixing its front door is work you have done, or work you can show us exactly how you would do.
• Experience managing people, and growing a team, not just supervising one, including the HR side: hiring, onboarding, schedules, and the conversations nobody enjoys.
• At least 3 years of experience helping run a clinic, in operations or administration.
• Working knowledge of the revenue cycle: enough to read claims, denials, and collections numbers and lead with them. We have strong billing help already. You will not be the biller.
• A bachelor's degree or equivalent experience. If you have run a clinic's business side without one, that record counts.
• A can-do, growth mindset, and a genuine eagerness to dig into the numbers.
• Willingness to learn the rest. Marketing, brand, community, and social media are grow-into parts of this role. Nobody is asking you to arrive as a marketer. We are asking whether you will become one.

And who you are:

• Committed to social justice in health care: you understand why a queer affirming, BIPOC serving clinic exists, and expanding access for underserved communities is work you want your name on.
• A heart for kids. Much of this clinic's future is children and adolescents, including the IOP you will help build.
• Soft skills that are actually strong: the courage to have the hard conversation, the vulnerability to admit what is not working, and the clarity to be kind and direct at the same time.
• Fluency with a neurodivergent team: you communicate in writing, say what you mean without heat, and build processes that do not depend on hints, memory, or reading the room.
• High standards, held kindly, and steadiness with people and numbers alike.

What we are not looking for

• A strategist who will not work the front desk.
• A front-desk-only administrator. The desk is part of this job, not the whole of it.
• Anyone who sees our mission as a marketing line, or who thinks the soft stuff is soft. Here it is load-bearing.

Pay: $70,000.00 - $85,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Plata: $70,000 - $85,000 a year

Izvor: https://indeed.com/viewjob?jk=4124b1c72406ac23

Nivo: senior