Practice Manager
About Calm Again Counseling
We're a thriving trauma-focused therapy practice serving the San Francisco Bay Area and California. We're at an exciting growth phase, scaling toward $1M+ annual revenue with a team of 8+ skilled clinicians.
Our Mission
At Calm Again Counseling, our mission is to accelerate recovery from trauma and promote calm, connected communities.
What We Value
Humble Confidence
We carry ourselves with a balance of pride and humility.
Cultivating Community
Our staff members collaborate with each other openly, offering support and expertise. We actively contribute to a greater sense of community where we live and work.
Commitment to the Craft
Our team members proactively seek opportunities to increase knowledge base by participating in practice sponsored learning and/or by external means.
Full Cup First
We manage our own wellness as a priority in order to be fully present in client care.
The Opportunity
We're seeking an experienced Practice Manager to join our team and help us scale sustainably. This isn't just administrative support—you'll be a key player in building systems that allow our clinical team to focus on what they do best: healing trauma.
Why This Role Matters:
- You'll directly impact our ability to help more people find healing
- Partner with a visionary CEO who values your expertise and growth
- Join a practice that's profitable, growing, and invested in doing things right
- Room to grow with us as we expand to multiple locations
What You'll Own
Clinical Operations 40%
- Onboard new clinicians with our proven systems
- Manage EHR and ensure seamless clinical workflows
- Support our team of therapists via Slack and direct communication
- Oversee intake coordination and scheduling optimization
Systems & Process Management 30%
- Create and maintain SOPs using Waybook
- Manage office operations and supply ordering
- Coordinate team events and consultant scheduling
- Build scalable processes that support our growth
Communication & Culture 30%
- Manage our weekly newsletter that connects with our community
- Support the Clinical Director with administrative needs
- Foster our collaborative, supportive team culture
- Act as a liaison between leadership and clinical staff
What We're Looking For
Must-Haves:
- 3+ years managing operations for healthcare/therapy practices
- Experience with EHR systems (SimplePractice preferred)
- Strong organizational skills with attention to detail
- Excellent written and verbal communication
- Comfortable with remote collaboration tools (Slack, Google Workspace)
- Understanding of HIPAA compliance and clinical workflows
Bonus Points:
- Background in mental health or trauma-informed care
- Experience with practice management software
- Project management or process improvement experience
- Familiarity with California therapy licensing requirements
What We Offer
How to Apply
Ready to help us build something meaningful?
Include:
- Your resume highlighting relevant practice management experience
- A brief cover letter (or 2-minute intro video) explaining:
- Your experience managing healthcare/therapy practices
- Why you're drawn to trauma-focused care
- How you'd approach building scalable systems for a growing practice
Questions about the role? Feel free to include them in your email—we love candidates who ask thoughtful questions.