Program Manager Behavioral Health Operations

Position Summary

Conscious Healing is seeking a strong operational leader to manage the day-to-day business and program functions of its PHP, IOP, and OP services. The Program Manager owns operational execution across revenue cycle and billing, admissions, HR administration, general administration, staffing and scheduling, program readiness, community-partner workflows, compliance follow-through, and performance reporting.

Key Responsibilities

•   Lead reliable daily operations for PHP, IOP, and OP; monitor census, capacity, attendance, retention, transitions, and barriers, and coordinate action to support established program goals.

•   Own the master program and staffing schedule, required coverage, assignments, and service-delivery readiness; resolve or escalate gaps before services are affected.

•   Manage revenue-cycle and billing operations, including charge capture, monthly amounts billed and collected, accounts-receivable and denial follow-up, billing lag, clean-claim performance, and accountability with internal staff and outside billing partners.

•   Lead admissions operations from inquiry through program start, including referral follow-up, benefits verification, assessment scheduling, pipeline management, admission readiness, orientation, and conversion; clinical eligibility remains with qualified clinical leadership.

•   Manage HR administration, including recruiting coordination, onboarding and offboarding, personnel-file completion, background and credential tracking, required training, timekeeping and payroll coordination, performance-review tracking, employee actions, and supervision-accountability systems.

•   Manage administrative systems, priorities, vendors, deadlines, and approved community-partner workflows; establish staff ownership, referral and warm-handoff steps, documentation, closed-loop follow-up, and escalation while maintaining client choice, consent, releases of information, confidentiality, and Conscious Healing's clinical independence.

•   Oversee clinical-program operations without directing clinical judgment; monitor chart-audit results, documentation and authorization workflows, utilization-review needs, payer deadlines, operational corrective actions, and recurring workflow breakdowns in partnership with the Clinical Director.

•   Maintain licensing, accreditation, payer, human-rights, safety, and compliance readiness; ensure checklist items, incidents, grievances, rights concerns, safety reports, and corrective actions are completed and escalated within required timeframes.

•   Supervise and coach assigned operations staff, coordinate across departments, keep EOS scorecards and Issues Lists current, complete Rocks and To-Dos, and provide the CEO with clear data, risks, barriers, and recommended solutions.
 

Required Qualifications

•   Master's degree preferred, Bachelor's degree, required, in healthcare administration, business administration, behavioral health, human services, public administration, or a related field; an equivalent combination of relevant education and progressively responsible experience may be considered.

•   At least three years of progressively responsible operations experience in behavioral health, substance use treatment, healthcare, or human services, including at least one year of supervisory, team-lead, or formal staff-accountability responsibility.

•   Demonstrated experience with program operations and working knowledge of revenue cycle or billing, admissions, HR administration, scheduling, compliance, and cross-functional workflow management.

•   Working knowledge of Virginia DBHDS expectations, structured outpatient services, client rights, HIPAA, 42 CFR Part 2, confidentiality, service authorization, documentation, and payer requirements.

•   Strong leadership, coaching, organization, communication, conflict-resolution, data-analysis, and problem-solving skills; proficiency with an EHR, spreadsheets, trackers, and performance metrics.

•   Ability to work primarily onsite and periodically adjust hours to observe and support morning and evening programming; successful completion of required screenings and background checks.

Preferred Experience

•   Five or more years of behavioral health operations experience, including management across multiple functions such as billing, admissions, HR, administration, or clinical-program operations.

•   Experience with PHP, IOP, and OP; KIPU or a comparable behavioral health EHR; utilization review; revenue-cycle management; DBHDS licensing; Joint Commission accreditation; and EOS tools.

•   Relevant Virginia behavioral health credential or professional license; CPR/First Aid certification or willingness to obtain it after hire.

Work Environment & Equal Opportunity

This role works in a fast-paced behavioral health and substance use treatment environment and requires frequent interaction with clients, staff, vendors, and community partners. Conscious Healing is an equal opportunity employer and values clinical excellence, lived and professional experience, ethical leadership, diversity, and the belief that people can recover, rebuild, and live purposeful lives.

How to Apply

Email your resume and a brief summary of your operations leadership experience to [email protected] with "Program Manager" in the subject line.