Who We Are
At Modern Therapy Alliance, we believe therapy works best when people can show up as themselves—direct, present, and authentic. That applies to our clients, our therapists, and the people who help keep the practice running behind the scenes.
We are a small, growing therapy practice based in Chicago. Our clinicians provide individual and couples therapy for adults, with a focus on meaningful, relational, and practical clinical work. But good therapy also depends on good systems. When invoices are accurate, payments are reconciled correctly, and billing issues are followed up on carefully, clients have a better experience and therapists can stay focused on the work they are here to do.
This role is for someone who enjoys careful, organized administrative work and wants to learn how the back end of a therapy practice operates. You do not need to come in knowing how to do all of this. We will train you on every part of the process.
If you are reliable, detail-oriented, comfortable following instructions, and interested in supporting a small mental health practice, you may be a good fit here.
These Will Be Your Responsibilities
- Complete light data entry related to billing, invoices, payments, and client accounts
- Work in QuickBooks to help reconcile bank transactions as payments come in
- Work in SimplePractice to create invoices and review basic billing information
- Follow written instructions and repeatable processes carefully
- Help make sure client payments, invoices, and deposits are entered consistently
- Access insurance portals to look up payment, claim, and billing information
- Occasionally contact insurance companies when a payment or billing issue does not go through as expected
- Ask direct follow-up questions when insurance representatives give unclear or incomplete answers
- Document billing updates, insurance responses, and client communication clearly
- Send a brief text or email to a client when a billing issue requires basic follow-up
- Communicate directly with the practice owner when something looks wrong or unclear
- Maintain confidentiality and handle client-related information appropriately
- Help keep the administrative side of the practice organized as we grow
There is already someone handling intake and client setup. This role is not responsible for managing new client intake, screening clients, or setting up the full client onboarding process. Your work will be focused primarily on billing-related data entry, reconciliation, insurance follow-up, and related communication.
What We’re Looking For
We are looking for someone who is:
- Reliable, organized, and detail-oriented
- Comfortable working independently
- Able to follow step-by-step instructions
- Willing to learn new systems and processes
- Comfortable using online software tools, including insurance portals
- Clear and professional in written communication
- Comfortable sending a simple client text or email when needed
- Comfortable making an occasional phone call to an insurance company
- Direct, persistent, and calm when trying to resolve billing questions
- Able to stay professional when an insurance company gives a vague answer or tries to move you off the phone
- Willing to roll up your sleeves and keep asking questions until the issue is understood
- Able to protect confidential client and business information
- Interested in working with a therapy practice
- Curious about how billing and operations work in a small mental health business
Prior experience with data entry is helpful, but not required. Prior experience with QuickBooks, SimplePractice, medical billing, therapy practice administration, insurance portals, or insurance follow-up is also helpful, but not required.
The most important thing is that you are careful, dependable, teachable, and willing to ask questions when something does not make sense. You do not need to be aggressive or confrontational, but you do need to be comfortable being direct and persistent when trying to get a clear answer.
Who This Might Be Ideal For
This role could be a good fit for someone earlier in their career who wants flexible part-time work while learning how a therapy practice operates. The person you would be replacing started with us as a student, working part-time in the evenings and when she had room in her schedule. She later finished her degree, got licensed, and moved into full-time work as a therapist. She was a perfect fit for this role because she was reliable, thoughtful, and interested in the work.
So if you are a therapist-in-training, social work student, counseling student, graduate student, or someone considering work in the mental health field, this could be a useful way to learn the administrative side of private practice while earning extra income.
This role could also be a good fit for someone more experienced who already has administrative, billing, bookkeeping, healthcare, or data-entry experience and is simply looking for a small amount of flexible part-time work. We have also hired people who already had plenty of experience and just had some extra time available to help with structured data-entry work.
You do not need to be a therapist to apply. But you should have some genuine interest in working with a mental health practice and supporting the kind of work we do.
What You’ll Get From Us
We want this role to be clear, manageable, and well-supported. Here’s what that means at MTA:
- Full training on our billing and data-entry process
- Written instructions for the work you will be doing
- A flexible schedule that allows you to complete most work on your own time
- Remote work from anywhere in the United States
- A small, human practice where you are not just a number
- Direct access to the practice owner for questions and guidance
- A weekly 30-minute check-in with the practice owner to review questions and open items
- A chance to learn QuickBooks, SimplePractice, insurance portals, and the administrative side of a therapy practice
- A role that may grow as the practice grows
At the beginning, this position will likely be no more than 10 hours per week. Other than the weekly check-in, the schedule can be flexible as long as the work is completed accurately and on time.
How We’ll Compensate and Support You
- Part-time W-2 hourly employment
- Compensation is expected to be around $20/hour, depending on experience and fit
- Flexible schedule
- Remote work
- Training provided
- Weekly 30-minute check-in with the practice owner
- No benefits are offered at the initial part-time level
If the role grows into a full-time position in the future, benefits may become available at that time, consistent with our full-time employment policies.
Why This Role Matters
This role may look simple from the outside, but it matters.
When the billing side of a therapy practice is messy, clients get confused, therapists get pulled away from clinical work, and small problems can turn into frustrating ones. When the administrative work is handled carefully, everyone has a better experience.
Your work will help make sure invoices are created, payments are reconciled, billing issues are followed up on, insurance questions are pushed toward real answers, and clients receive clear communication when something needs their attention.
You will not be providing therapy, but you will be supporting a practice that does. That matters.
Why You’ll Like Working Here
At Modern Therapy Alliance, you will not be working inside a giant corporate system where no one knows who you are. We are a small practice, and we are trying to build something thoughtful, sustainable, and human.
You will work directly with me, the practice owner. We will generally meet once a week for about 30 minutes to go over questions, review anything confusing, and make sure you have what you need. Beyond that, we care less about when you work and more about whether the work is done carefully, accurately, and consistently.
The work itself is structured and repeatable, but it does require judgment. Sometimes the answer will be obvious. Sometimes an insurance company will give you a vague answer, transfer you around, or try to end the call before the issue is actually resolved. In those moments, we need someone who can stay calm, professional, and persistent.
If you like quiet, focused administrative work, can handle the occasional frustrating phone call, and want to support a business that is doing meaningful work, this could be a good role.
Your Future With Us
This position will start small. At this point, we expect it to be around 10 hours per week or less.
But Modern Therapy Alliance is growing. As the practice grows, the administrative work will grow too. For the right person, this could become a larger role over time, potentially including more billing support, administrative coordination, insurance follow-up, or practice operations.
We cannot promise that the role will become full-time, but we are open to it if the practice continues to expand and the fit is right.
Business Values
I came from corporate America after 25 years, with master’s degrees in engineering and business and decades of experience advising others on how to build companies. But I never liked the way most businesses were run—too focused on numbers, not enough on people.
When it came time to start my own practice, I built the business I wanted to work in: a place where people feel supported, valued, and energized by their work.
It’s not my plan to get rich off this business. I want to build something sustainable, transparent, and useful. A practice where therapists can do strong clinical work, clients can get meaningful help, and the people supporting the business are treated like part of the team.
For me, at the end of the day, it’s about people, not profit.
How to Join the Team
We keep this simple.
We are not asking for a long cover letter or a complicated application packet. Please apply with your resume and a short note answering these questions:
- Why would you want to work for a small therapy practice like Modern Therapy Alliance?
- What makes you good at careful, detail-oriented work?
- What experience, if any, do you have with data entry, billing, QuickBooks, SimplePractice, insurance, or administrative support?
- Are you comfortable sending an occasional text or email to a client about a billing issue?
- Are you comfortable calling an insurance company and being direct, calm, and persistent when trying to get an answer?
- What kind of flexible schedule are you hoping for?
From there, we will follow up if it seems like there may be a good fit.
This is not about bureaucracy. It is about finding someone reliable, thoughtful, and easy to work with.Legal/Compliance Statements
- Equal Opportunity Employer: Modern Therapy Alliance provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status.
- ADA Accommodations: Applicants who require reasonable accommodation during the application process or to perform essential job functions may request them.
- Pay Transparency: Final compensation will be determined based on experience, schedule, responsibilities, and other lawful factors.
- Employment Status: This position is classified as non-exempt under the Fair Labor Standards Act. Employment with Modern Therapy Alliance is at-will.
- Background Check: All offers may be contingent on background check and verification of qualifications as required by law.
HIPAA Compliance: All employees are expected to maintain HIPAA compliance and always protect client confidentiality.
Pay: $19.00 - $22.00 per hour
Benefits:
Application Question(s):
- Why would you want to work for a small therapy practice like Modern Therapy Alliance?
- What makes you good at careful, detail-oriented work?
- What experience, if any, do you have with data entry, billing, QuickBooks, SimplePractice, insurance, or administrative support?
- Are you comfortable sending an occasional text or email to a client about a billing issue?
- Are you comfortable calling an insurance company and being direct, calm, and persistent when trying to get an answer?
- What kind of flexible schedule are you hoping for?
Work Location: Remote
