Practice Development and Operations Coordinator

About You

You are someone with experience in legal, forensic, or litigation environments who has experience growing a business, driving efficiency and effectiveness through process improvement and leveraging automation as well ensuring that we are meeting the day-to-day needs of the business. The successful candidate will view this as an opportunity to be a trusted advisor to business leadership and a key contributor to the future success of the organization.

About Us

Forensic and Clinical Psychiatry PLLC ) is a small business centrally located in a Class A building in downtown Seattle, WA for the last 20 years. We are professional, agile and dedicated to providing easily accessible forensic and clinical mental health services for all with the highest standards of professional and ethical conduct. Our offerings are Forensic Psychiatry including attorney consultation, psychiatric evaluation, criminal issues, testamentary capacity and parenting evaluations and Clinical Psychiatry as a Seattle-based board- certified Adult, Child and Adolescent Psychiatrist. Our PTSD Institute provides meaningful relief from symptoms through mental health counseling, support group and neurofeedback services, including PRISM, a revolutionary noninvasive neuromodulation device recently cleared by the FDA.

Position Summary

The Practice Development and Operations Coordinator is a full-time, mid-career role that combines growth, marketing, and practice development with operational leadership and core administrative responsibilities. The role focuses on expanding the practice's reach, optimizing internal systems, coordinating medical licensing activities, and overseeing basic financial and administrative processes in collaboration with clinical leadership and administrative staff.

Key Responsibilities

Growth, Marketing, and Practice Development

• Develop and implement basic marketing and outreach activities (e.g., website updates, professional profiles, referral packets, presentations, and email outreach to attorneys, courts, clinics, and agencies).
• Track referral sources, inquiries, and consultations to identify growth opportunities and trends in forensic and clinical work.
• Assist with drafting and refining practice materials, including service descriptions, CVs, fee schedules, and proposal/engagement templates.
• Support relationship-building with key stakeholders (attorneys, courts, agencies, medical groups) through organized follow-up and professional communication.

Problem Solving and Process Improvement

• Collaborate with clinical and administrative staff to implement small, continuous improvements as part of our CQI approach that enhances efficiency and client experience.
• Analyze existing workflows (intake, scheduling, report production, billing, collections) to identify bottlenecks and implement practical improvements
• Develop and maintain standard operating procedures, checklists, and templates to improve consistency and efficiency across the practice.
• Collaborate closely with the practice lead, administrative staff, practice partners and associates to prioritize projects and ensure alignment with growth and quality goals.

Medical Licensing and Compliance Support

• Coordinate medical licensing and credentialing activities (state licenses, DEA, paneling/privileging as applicable), including gathering documentation, preparing applications, and tracking deadlines.
• Maintain organized digital records for licenses, certifications, professional liability coverage, and key agreements.
• Monitor renewal calendars and proactively initiate required actions to avoid lapses in licensure or coverage.

Supervise Administrative Staff

• Serve as a primary liaison between practice leadership and administrative staff, translating strategic objectives into clear, actionable tasks.
• Provide guidance, support, feedback to administrative staff around priorities, workflow, communication standards, and problem resolution.
• Conduct periodic reviews, with input from practice leadership, on staff performance and development.

Basic Administrative and Financial Tasks

• Manage routine payroll tasks (e.g., timesheet collection, data entry to payroll system, reconciliation of hours), under the supervision of the practice owner and external accountant.
• Handle accounts payable, including tracking invoices, processing vendor payments, and maintaining organized records.
• Assist with basic bookkeeping-related data entry and coordination with external accounting or tax professionals.
• Oversee accounts receivable: generate invoices, track receivables, monitor aging, follow up on overdue balances with attorneys and agencies, and prepare AR summaries for the practice owner.

Qualifications

• Demonstrated experience with practice operations, business development, or project management in a small to mid-sized professional practice.
• Familiarity with basic marketing concepts and tools (e.g., website updates, professional profiles, newsletters, or outreach)
• Strong organizational and problem-solving skills, with comfort managing multiple projects and shifting priorities.
• Experience with payroll processes and basic accounting functions (AP/AR) or willingness and aptitude to learn under guidance.
• Proficiency with office software (word processing, spreadsheets, PDF editing) and comfort learning practice management or accounting systems.
• High level of professionalism, discretion, judgment, and maturity in handling confidential medical and legal information.
• Excellent written and verbal communication skills, with a collaborative and growth-oriented mindset.

This position is bonus eligible

Job Type: Full-time

Pay: $53, $64,685.94 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person