Business Operations & Systems Assistant (Psychology Practice | Hybrid | Office Assistance & Growth Role)
We are a private outpatient psychology practice in Naperville seeking a highly skilled, exceptionally organized, and technologically strong Business Operations & Systems Assistant.
This is not a front desk or basic administrative role.
We are looking for someone who can own operational systems, manage billing workflows, support financial tracking, and help streamline the business side of a growing clinical practice.
This role is ideal for someone who thinks in systems, numbers, and processes — not just tasks.
Position Overview
- Part-time (20–25 hours/week to start)
- Potential to grow into full-time based on performance
- Hybrid role (minimum 2 on-site days/week required)
- Location: Naperville, IL (800 W 5th Avenue)
Core Responsibilities (High-Ownership Role)
You will be responsible for supporting and improving the operational backbone of the practice, including:
- Full calendar and scheduling management across providers
- Insurance verification, billing workflows, claims tracking, and follow-up
- Revenue cycle support and basic financial/operations tracking
- Patient intake systems and documentation flow management
- Managing EHR / practice management systems (end-to-end ownership of workflows)
- Handling patient communication with professionalism and structure
- Identifying inefficiencies and improving systems and processes
- Supporting light business operations, reporting, and administrative strategy
- Assisting with digital operations, systems organization, and practice scaling support
What We Are Looking For (Strict Requirements):
- Prior experience in a medical, mental health, or healthcare practice is required
- Strong experience with billing, insurance, or revenue cycle management
- High-level computer literacy and ability to learn systems quickly
- Strong understanding of structured workflows, scheduling systems, and operational logic
- Excellent written and spoken English
- Ability to work independently without supervision and take full ownership of tasks
- Strong attention to detail and comfort working with data, numbers, and systems
Preferred Experience (Strong Plus)
- Experience in psychology or outpatient mental health settings
- Familiarity with platforms such as Office Ally, SimplePractice, TheraNest, or similar
- Basic accounting or bookkeeping experience
- Experience in operations, office management, or business support roles
- Exposure to digital systems, automation, or process improvement
- Light marketing / business development support experience
The ideal candidate:
- Naturally brings structure, clarity, and order to complex workflows
- Thinks in systems rather than isolated tasks
- Is highly dependable, proactive, and internally motivated
- Can manage operational complexity without constant direction
- Understands that accuracy, consistency, and follow-through are non-negotiable
- Feels comfortable acting as a right-hand operations support partner
We are not looking for a receptionist, entry-level assistant, or someone seeking a basic office job. We are looking for someone who can reduce operational load at a high level and help the practice function more efficiently and intelligently.
Compensation
$21–$29/hour, depending on experience, skill level, and demonstrated operational ability.
To Apply Please submit:
- Resume
- Brief summary of relevant healthcare operations/billing experience
- Description of systems, workflows, or processes you have managed or improved
Pay: $21.00 - $29.00 per hour
Benefits:
- Flexible schedule
- Opportunities for advancement
- Work from home
Work Location: In person
