Remote Psychiatric Clinic Office Manager (United States)

Keystone Tides, PLLC | Washington State

Employment: Full-Time, W-2 | 30–40 hours/week

Schedule: Monday–Friday, flexible hours between 8 AM–6 PM Pacific; minimum 6 hours/day

Starting Pay: $20–$30/hour, based on experience

Paid Time Off: 3 hours accrued per 40 hours worked, including WA-required paid sick leave

Advancement: 90-day performance and compensation review, merit-based raises, and potential year-end bonuses

Keystone Tides, PLLC is a growing Washington State psychiatric practice providing compassionate, evidence-informed mental health care to children, adolescents, and adults.

Our primarily telehealth-based clinic specializes in psychiatric medication management, with an emphasis on autism, ADHD, anxiety, mood disorders, trauma, and other mental health conditions.

We value neurodiversity-affirming, individualized care, clear communication, patient advocacy, and a supportive, collaborative work environment.

We are seeking a proactive, highly organized Office Manager to oversee daily operations, supervise remote administrative staff, improve workflows, and support continued practice growth.

This position requires someone who works independently, anticipates needs, researches solutions, and follows through without constant oversight.

A critical responsibility is independently researching and staying current with Washington State and federal healthcare laws and regulations, identifying changes affecting clinic operations, and helping maintain compliant policies, procedures, and staff training.

• Operations: Oversee scheduling, patient intake, communications, records, and administrative workflows.
• Staff Management: Supervise remote staff, delegate tasks, monitor performance, coordinate schedules, and maintain accountability.
• Regulatory Compliance: Research and monitor state and federal healthcare requirements, including HIPAA, patient privacy, minor consent, medical records, and telehealth regulations.
• Policies & Training: Develop and update procedures, checklists, training materials, and compliance protocols.
• Patient Support: Ensure professional, compassionate communication and timely resolution of administrative concerns.
• Systems & Coordination: Monitor EHR and practice management systems, troubleshoot routine issues, coordinate vendors, and provide basic billing support.
• Practice Development: Identify inefficiencies, implement improvements, and assist with onboarding and operational growth.

Required

• Experience in office administration, operations management, staff supervision, or team coordination.
• Excellent communication, organization, problem-solving, and time-management skills.
• Strong independent research and critical-thinking abilities , including locating, verifying, and interpreting authoritative state and federal regulatory information.
• Ability to manage competing priorities, anticipate problems, and follow through independently.
• Leadership skills, attention to detail, sound judgment, and commitment to confidentiality.
• Proficiency with electronic records, cloud-based software, and remote collaboration tools.
• Reliable internet access and a private, secure workspace.

Preferred, Not Required

• Healthcare, behavioral health, or medical office management experience.
• Familiarity with HIPAA, healthcare regulations, EHR systems, insurance, and billing workflows.
• Experience supervising remote teams and developing operational procedures.

No college degree required. We value demonstrated experience, initiative, sound judgment, and leadership abilities over formal educational credentials. Applicants with transferable management experience from other industries are encouraged to apply.

This is a fully remote, W-2 employee position offering flexibility within established clinic operating hours.

• Hours: 30–40 hours per week, Monday through Friday, with a minimum of six working hours per day.
• Schedule: Employees may establish a preferred schedule between 8:00 AM and 6:00 PM Pacific Time, coordinated with clinic operational needs.
• Availability: Consistent availability during agreed-upon working hours is required to coordinate with clinic staff and providers.
• Compensation & Advancement: Starting pay is $20–$30 per hour, negotiable based on experience and qualifications. A performance and compensation review will be conducted after the first 90 days of employment, with eligibility for a merit-based pay increase based on performance, demonstrated capabilities, and responsibilities. Additional opportunities for compensation increases and expanded leadership responsibilities are available as the practice grows.
• Paid Time Off (PTO): Employees accrue 3 hours of paid time off for every 40 hours worked, equivalent to approximately 19.5 days (156 hours) annually for employees working 40 hours per week. PTO combines vacation, personal time, and Washington State-required paid sick leave into one flexible benefit. Accrual, use, and carryover are administered in accordance with applicable Washington State law and clinic policy.

Someone who  takes ownership rather than waits for instructions .

The ideal candidate is resourceful, dependable, detail-oriented, and comfortable researching unfamiliar issues, solving problems, and managing people and processes independently.

We value compassion, accountability, adaptability, and a genuine commitment to supporting patients and staff.

*** If you enjoy improving systems, leading teams, finding solutions, and helping a growing mental health practice succeed, we'd love to hear from you ***