Operations Assistant

Job Description

Job Description

Description:

We are seeking a highly organized, dependable, and detail-oriented Operations Assistant to support our Director Team and help ensure the day-to-day operations of the practice run smoothly. This is a varied role that requires strong communication skills, follow-through, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

This position requires the ability to travel between practice locations as needed. Candidates must have a valid driver’s license, reliable transportation, and current auto insurance .

The ideal candidate is proactive, comfortable working independently, and enjoys helping both clients and clinicians while keeping administrative processes organized and on track.

Responsibilities

Responsibilities include, but are not limited to:

• Provide administrative and operational support to the Director Team as needed.
• Primary office will be concord, and occasional, in-state travel is required for this position
• Review, verify, and reconcile Explanation of Benefits (EOBs) received through the EMR.
• Monitor and follow up on unpaid insurance claims that are 30+ days outstanding.
• Update client insurance and payment information, including credit card information, as needed.
• Coordinate clinician schedule changes by assisting with emergent cancellations to help maintain smooth practice operations, as needed.
• Manage the client intake process, including responding to new referrals, communicating with prospective clients, scheduling intake appointments, and supporting a positive onboarding experience.
• Maintain and actively manage the practice waitlist, including regular follow-up with prospective clients and coordinating appointments as openings become available.
• Complete follow-up communication with clients, referral sources, clinicians, and other stakeholders as needed.
• Prepare and initiate weekly payroll for Director review and approval.
• Assist with special projects, process improvements, and other administrative duties as assigned by the Director Team.

Why Join Us?

This is an opportunity to become an important part of a growing practice and work closely with the Director Team across a variety of administrative and operational functions. The role offers the opportunity to make a meaningful impact on the client experience while helping clinicians and the practice operate efficiently.

If you are organized, proactive, dependable, and enjoy a role where every day can look a little different, we’d love to hear from you!

We are an equal opportunity employer and are committed to providing an inclusive workplace. We encourage qualified individuals of all backgrounds to apply.

Requirements:

What We’re Looking For

• Strong organizational and time-management skills with excellent attention to detail.
• Ability to prioritize and manage multiple tasks while meeting deadlines.
• Professional, friendly, and responsive communication skills.
• Strong follow-through and the ability to work independently.
• Comfortable handling confidential client, insurance, and financial information.
• Ability to learn and navigate EMR and other administrative systems.
• Strong problem-solving skills and a willingness to jump in wherever support is needed.
• A valid driver's license, reliable transportation, and current auto insurance are required due to the travel responsibilities of this position.
• Ability and willingness to travel between practice locations as needed.
• Previous experience in healthcare, behavioral health, medical administration, insurance, or a similar administrative role is preferred.