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Practice Manager (Remote, Permanent)

Dr. Cammy’s practice is a small, highly specialized therapy practice serving clients navigating acute and complex trauma, with a particular focus on couples in which at least one partner has a complex trauma history. The practice offers high-end Gottman couples therapy, individual trauma therapy, and a premium, personalized client experience, alongside a growing digital ecosystem of courses and resources that share the same administrative backbone.

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We’re looking for a Practice Manager who can hold excellence and compassion at the same time: someone who can run operations with discipline and efficiency while communicating with clients in a warm, validating, and boundaried way.

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About the Practice

This isn't a typical therapy practice. It's a sanctuary for people doing some of the hardest work of their lives.

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The practice is led by Dr. Cammy Froude, a fellowship-trained Medical Family Therapist, Certified Gottman Couples Therapist, and EMDR Certified Therapist. She holds a PhD, is licensed in over a dozen states, and has been featured in NBC, ABC, CBS, and the Associated Press.

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The focus is complex trauma and couples work: betrayal, high-conflict communication, PTSD, and the deep connection between mind and body. The approach is rigorous and evidence-based, but always grounded in warmth, care, and a commitment to real, lasting healing.

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With approximately 45 active clients, the caseload is intentional and focused. Every client receives high-touch, "white glove" care — from their very first outreach through ongoing scheduling, billing, and the between-session moments when they most need to feel that someone has their back.

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Clients aren't numbers in a system. They're people who arrived at their most vulnerable, trusted this practice with that vulnerability, and deserve to feel met at every touchpoint.

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This is also a practice rooted in lived experience. The therapist brings her own history with anxiety, perfectionism, and mind-body symptoms into a grounded, relational approach. She knows, not just clinically, but personally, what it means to move from surviving to genuinely thriving. That authenticity sets the tone for everything here: warmth without performance, presence without pretense, and a genuine investment in each person's transformation.

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Learn more about the practice here. 

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What it's like to work here: Working in this practice means being part of something with a real heartbeat. You'll feel both the weight and the privilege of the work. Clients trust this practice completely, and that trust is earned every single day through the care, consistency, and calm that happens behind the scenes. The therapist leads with empathy and communicates with directness. She values her team, protects the culture she's built, and believes that the people who support this practice deserve the same quality of care she gives her clients. This is not a transactional workplace; it's a mission-driven one. You'll be a key part of delivering an experience that, for many clients, is genuinely life-changing. That means your role matters, what you do matters. And you'll feel that.

 

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What You’ll Be Responsible For

Scheduling & Calendar Management (approx. 50%)

• Manage client scheduling, rescheduling, and cancellations in SimplePractice.

• Conduct proactive outreach to waitlist clients to fill open appointment slots.

• Maintain therapist availability, resolve scheduling conflicts, and prevent gaps, overlaps, or overbooking.

• Respond promptly to client scheduling requests to support flexibility and accessibility.

• Coordinate professional consultations and internal meetings, with materials prepared in advance.

 

Documentation, EHR & Compliance (approx. 20%)

• Document client-related communications (emails, phone calls, portal messages) in the EHR (SimplePractice).

• Maintain accurate, up-to-date administrative, intake, and consent forms in the EHR.

• Support policy and form updates to align with regulatory, ethical, and insurance requirements.

• Help track licensure and CEU requirements for the Therapist/CEO and maintain necessary records.

 

Billing and Revenue Cycle (approx. 10–15%)

• Charge clients accurately and on time for therapy sessions.

• Submit out-of-network insurance claims (i.e., superbills via Reimbursify and related systems) and address errors promptly. Medical billing certification is not required. 

• Monitor outstanding balances and ensure follow-up on unpaid claims.

• Maintain clear billing documentation and revenue tracking for review with the Therapist/CEO.

 

Financial Tracking, Bookkeeping, Operations (approx. 5–10%)

• Track and report practice revenue and key metrics on a regular cadence.

• Maintain and update financial tracking documents and due-date calendars.

• Coordinate with accounting/finance to ensure bills and obligations are paid on time.

• Maintain accurate books: categorize transactions, reconcile invoices and payments, and run payroll for one team member.

• Prepare basic financial reports and summaries to support decision-making by the Therapist/CEO.

 

Administrative, Executive, and Cross-Branch Support (approx. 10%)

• Provide administrative and operational support that allows the Therapist/CEO to focus on clinical care and strategic work.

• Support operational needs that connect the therapy practice with the digital ecosystem (e.g., client communications, coordination across offers, basic tracking of digital-product-related admin).

• Occasionally support approved personal/CEO-related tasks, at a pre-determined hourly rate outside of the base rate, such as booking travel or coordinating logistics.

 

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Who Thrives in This Role

This role is a strong fit if you:

• Are energized by high-volume, detail-heavy operations and can stay organized despite multiple priorities.

• Are comfortable engaging with clients who may be in acute distress or navigating complex trauma, responding with warmth, validation, and clear boundaries.

• Can hold confidential, emotionally sensitive information with professionalism and care.

• Take ownership of outcomes, not just tasks, and are comfortable being the “owner” of the back-end of a practice.

• Move quickly while still double-checking your work.

• Communicate clearly, kindly, and directly in writing.
   

This role will not be a fit if you:

• Are uncomfortable with a high volume of emails, messages, and time-sensitive operational tasks.

• Feel easily overwhelmed by emotionally heavy content or clients in distress.

• Prefer constant oversight or step-by-step instructions instead of autonomous ownership.

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Core Values and Competencies

We are looking for someone whose working style aligns with our core values:

• Excellence – Delivering the highest quality in everything you do.

• Efficiency – Respecting time, money, and energy—yours, the team’s, and our clients’.

• Responsiveness – Acting quickly and not leaving people waiting, especially vulnerable clients.

• Discipline – Doing what you say you’ll do, consistently.

 

Key competencies for this Practice Manager role include:

• Acute attention to detail and accuracy.

• High accountability and follow-through.

• Excellent written client communication that is warm, validating, and professional.

• Comfort with metrics, KPIs, and “owning the numbers” (e.g., schedule utilization, claims and billing metrics, documentation timeliness).

• Tech-savvy and resourceful when learning or refining systems.

 

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Required Qualifications

• Experience with EHR platforms (ideally SimplePractice or similar).

• Experience with out-of-network insurance billing and reimbursement workflows (e.g., Reimbursify or comparable tools).

• Strong proficiency with Google Suite/Google Workspace (Docs, Sheets, Forms, Drive, Calendar).

• Demonstrated understanding of HIPAA and client confidentiality, with a track record of protecting sensitive information.

• Comfort working fully remote and managing your own schedule while meeting deadlines and responsiveness expectations.

 

Preferred (Nice-to-Have) Experience

• Prior experience in a trauma-focused, high-volume therapy or mental health practice.

• Experience supporting couples therapy or similar high-touch, premium clinical services.

• Prior experience in remote operations for a small, founder-led business.

 

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Role Overview

The Practice Manager independently oversees daily operations, scheduling, billing, financial tracking, documentation, and compliance for a high-volume therapy practice and its connected digital ecosystem. Success in this role is measured by outcomes, accuracy, and autonomy—not just task completion.

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This is a long-term 1099 contractor role (not a W2, benefits-eligible position). We are seeking someone who wants to partner and grow with the practice over time.

• Schedule: 20–30 hours per week, with flexibility in how hours are distributed. Flexibility to occasionally work evenings and weekends, primarily for scheduling support and timely responses to urgent or time-sensitive client requests.

• Location: Fully remote. Must have regular overlap with Eastern Time for scheduling, team communication, and time-sensitive client needs.

• Base compensation: 5000 USD per month for 20–30 hours/week

• Additional earning potential: Performance-based bonuses and commission opportunities tied to practice targets and your individual KPIs
   

You will report directly to the Therapist/CEO and collaborate with a small, specialized team (accounting and finance, marketing and sales, legal consultants, and others). Operationally, this is a solo admin role—you are the primary owner of day-to-day practice operations.

 

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Inclusive Practice​

This practice is committed to inclusive care and working with diverse clients and couples. The Practice Manager must be able to interact respectfully and affirmingly with clients across a wide range of identities, backgrounds, and lived experiences, and uphold ethical standards in all communications and decisions. HIPAA compliance and client confidentiality are non-negotiable. 

A background check will be required prior to starting in the role.

 

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How to Apply

If this sounds like what you are looking for, we’d love to learn more about you.

Please complete the Practice Manager Application (Google Form) and submit:

• Application

• Your resume.

• Responses to 2–3 short-answer questions about your experience and why this work matters to you.

• Your typical weekly availability.

• Contact information for references (you will be notified before references are contacted).

 

We'll begin reviewing applications on Friday, March 27th, 2026.