Job Description: Office Assistant for Psychology Group Practice
Position: Office Assistant Hours: 20 hours per week.
Location: hybrid work.
About Us:
McClymonds Psychological Services, LLC is a group neuropsychological and psychological testing practice in Chicago's Loop, specializing in evaluations for ADHD, autism, OCD, anxiety, mood, and complex trauma in adolescents and adults. We operate on a pod model — our testing psychologists focus on clinical interpretation and client relationships, while a dedicated team handles administration, coordination, and report writing so clients get a smooth, well-supported experience from first contact through feedback. Our culture is collaborative and neuroaffirming, and we're genuinely invested in supporting both the people we serve and each other.
Role Summary:
This is a front-line client communication and operations support role. You'll often be the first point of contact for people navigating a testing process that can feel unfamiliar or overwhelming — so a warm, organized, dependable presence matters as much as any technical skill.
This role is also designed to grow. Our current Practice Operations Coordinator started in a similar entry-level position and has since grown into scheduling, client onboarding, and operations leadership. We're looking for someone with that same kind of trajectory in mind, though there's no obligation to move beyond this role if it's the right fit as-is.
This position starts remote while we complete an office expansion, and moving to an in-office presence a few days a week as part of that transition is an expected part of the role — not an optional add-on. We're looking for someone planning to grow with us through that shift, not just for the remote period.
This role reports directly to our Practice Operations Coordinator.
Core Responsibilities (Required):
- Answer and return phone calls, texts, and emails from new and current clients
- Schedule appointments and manage rescheduling
- Route new clients to the appropriate psychologist's schedule; get them fully onboarded before their intake appointment
- Check that clients have completed their remote measures by the day before their appointment, and send nudges if not
- Reach out to clients referred to us via fax to initiate scheduling
- Send completed reports to referral sources once approved by the biller
- Tag the appropriate staff member to answer clinical questions or return specific calls
- Keep up with task management in Asana
- General front office support
- Organize and manage client-related files in Google Drive
- Help meet the practice's 24-hour client response commitment
Growth Opportunities (Not Required to Start):
- Deeper onboarding responsibilities and intake documentation coordination
- Growing familiarity with our EHR system (SimplePractice) and HIPAA-compliant messaging platform (Spruce)
- Taking on more scheduling support as you grow with the role
Ideal Candidate Requirements:
- Excellent communication — warm, professional phone, email, and text etiquette
- Strong organization, prioritization, and time management
- Reliable follow-through without needing to be micromanaged
- Comfortable in a fast-moving, growing healthcare practice
Ideal Candidate Nice to Haves:
- Experience in a healthcare or mental health administrative setting
- Familiarity with SimplePractice or similar EHR scheduling systems
- Experience with Asana or other project management tools
- Experience with Spruce (HIPAA-compliant messaging platform)
- Google Drive proficiency
Location & Schedule:
This role starts fully remote while we complete an office expansion at our Chicago Loop location (205 W. Randolph St.). As part of the role, it transitions to hybrid once the space is ready, with in-office presence expected especially after the expansion. This transition is a planned and expected part of the position, not a future possibility.
20 hours/week to start, within core business hours when client calls and messages come in. Potential to grow as volume warrants.
Pay & Benefits:
$25/hour
- 401(k) available on 1/1 after 1,000 hours of service
- Up to 35 hours PTO and 35 hours sick leave per year accumulating at 1 hour each for every 35 hours worked.
- Opportunities for advancement
- Flexible schedule
Review of applications will begin immediately and interviews will be with private practice owner and/or practice operations coordinator (who had this role before being promoted within the practice). The position will remain open until filled. We look forward to hearing from you!
Job Type: Part-time
Pay: $25.00 per hour
Benefits:
- 401(k)
- Flexible schedule
- Opportunities for advancement
- Paid sick time
- Paid time off
Application Question(s):
- This role starts remote and transitions to hybrid (with in-office presence expected especially after our office expansion) as part of the position — not an optional future perk. Please confirm you understand this and are planning to continue in the role through that transition.
- Briefly describe your comfort level and experience with phone-based client communication.
Work Location: Hybrid remote in Chicago, IL 60606
