Old Town Psychology · 1 day ago
Practice Manager / Intake Coordinator
Alexandria, VA
Full-time
Onsite
Senior Level
5+ years expOld Town Psychology is a family-owned, clinician-led psychology practice located in Alexandria, VA, providing exceptional psychotherapy and neuropsychological assessment services. The Practice Manager / Intake Coordinator will oversee the intake function and ensure smooth operational workflows to enhance client experience.
Mental Health Care
Responsibilities
Serve as a primary point of contact for prospective clients: respond to inquiries promptly and guide families toward the right service with warmth and professionalism
Conduct and/or oversee structured intake calls; gather the right information for accurate triage and efficient scheduling
Explain OTP’s services and processes clearly: psychotherapy, parent coaching, and neuropsychological or psychological assessment (intake interview, testing sessions, feedback, written report)
Own the waitlist and availability strategy: maintain accurate lists, set expectations, and proactively fill openings to optimize clinician schedules without compromising fit
Coordinate scheduling across multiple clinicians and service lines, including assessment testing blocks and feedback sessions
Ensure intake documentation is complete and organized: consents, privacy practices, financial policies, questionnaires, releases of information, and record requests
Provide compassionate handoffs and service recovery when needed (e.g., rescheduling, clarifying next steps, addressing concerns)
Maintain a curated network of community referral resources for cases that are not an OTP fit or require a different level of care
Develop, document, and continuously improve intake and scheduling workflows to reduce friction for clients and clinicians
Supervise and coach intake support staff (e.g., Intake Coordinator), set clear standards, and ensure consistent coverage and quality
Maintain HIPAA-forward operations: protect PHI, use secure communication practices, and support ongoing staff training and compliance habits
Maintain vendor relationships and contracts; ensure vendors handling PHI have appropriate Business Associate Agreements (BAAs) in place when required
Maintain provider and practice administrative records (licenses, credentials, required documentation, internal training records)
Support hiring and onboarding: participate in screening, coordinate interviews, and help new team members ramp quickly into OTP standards and systems
Coordinate office operations: supplies, equipment, workspace readiness, and day-to-day logistics that support a calm clinical environment
Support community engagement and growth: cultivate referral relationships, coordinate outreach initiatives, assist with events, and collaborate on practice content (e.g., website updates, blogs, resources)
Track and report key operational metrics (e.g., inquiry response time, conversion rate, wait times, cancellations/no-shows, utilization) and meet regularly with leadership to review performance and priorities
Partner with leadership on special projects (process redesign, new tools, patient experience initiatives) that keep OTP innovative and organized
Qualification
Required
Working knowledge of psychology services AND practice management
5+ years of experience in a healthcare, mental health, or private practice operations role (practice manager, patient care coordinator, intake lead, clinic coordinator, or similar)
Demonstrated ability to manage intake and scheduling workflows at a high standard (response time, accuracy, documentation, follow-through)
Strong understanding of therapy services and familiarity with psychological/neuropsychological assessment workflows
Excellent communication and customer service skills; calm, confident phone and email presence
Strong organizational, problem-solving, and project management abilities; can prioritize across competing demands
Comfort with modern practice tools: EHR, scheduling, secure messaging, spreadsheets, and task tracking systems
Commitment to confidentiality, HIPAA compliance, and a professional clinical environment
Comfort leading others (direct supervision or informal leadership) and collaborating closely with clinicians
Bachelor's degree required (Business, Healthcare Administration, Psychology, or related field preferred) OR equivalent relevant experience
Preferred
Graduate education in psychology, counseling, public health, or healthcare administration is a plus
Experience in assessment-forward practices (ADHD/autism/learning evaluations; neuropsychological or psychoeducational testing)
Experience maintaining credentialing and compliance documentation in clinician-led environments
Experience coordinating community outreach in the Northern Virginia/DC area (schools, pediatric practices, community partners)
Experience building dashboards or simple KPI tracking for intake and utilization
Company
Old Town Psychology
Old Town Psychology combines rigorous evidence-based methods with a warm welcoming environment.
2-10 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase