Operations Assistant and billing specialist for Counseling Agency

HI! I'm Riley, and I manage Dawn Star Counseling, in Idaho Falls. We're a small counseling agency that is me and 2 part time employees currently. We've been in business 2 years and business is good. Dawn Star Counseling is growing, and I need a steady, organized operations partner. I'm a pretty good therapist, I'm an entrepreneur at heart, and love to build things. But I'm also super ADHD and doing all the paperwork for the business on time is draining. I'm at that place where if I could train someone else on some of this, it would take a load off for me, and more things would get done. I need someone who is a rockstar at the following: consistency, organization, paperwork, making calls, doing paperwork, talking to people, being cheerful and generally helpful. So work will look like you taking on the work and assignments from me gradually at first. It will be a process as I train you on the things that I currently do. I dont' have a good Standard operarating procedure on things yet, I've just done it all myself, so we'll work together to help you take more and more work off of me. Ideally, I would start you at 10 hours a week, and increase your hours a little bit at a time as you do more and more work. But I have some flexibility here. I'd love to get to the place where a bigger office with 5\-7 therapists, and you're acting as full\-time in person receptionist, doing all the admin and billing for the practice. To start off, I'll need you to be here in the office in person, at least twice a week to meet with me, get mail, scan and depost checks, and fax documents. Most of the work you do can be from home. Other than that, you can do telehealth. So compensation is as follows: Starting pay is $15\-18 per hour. plus bonuses of $20 per referral gotten and scheduled. I'd plan on 3\-5 per week. (it's pretty important, if someone calls in then you need to pick up immediately and/or call them back immediatley, so they can get on the schedule. For every new client you schedule, I'll give you an extra $20 that week. I'll give you a $2 raise after 4 weeks. I'm back and forth on whether to have you learn billing or not\- but if it's something you want to take on, I can provide access to a billing specialist so you can learn to medical billing for the company. When you have these skills firmly in hand, and you're doing all of the billing/authorizations work for the agnecy then I'll raise your pay 3 more dollars an hour. If you're able to complete all the medical billing for the agency by that time. So hypothetically, if you start at $15 an hour, and work 10 hours a week. that's $150 a week. If you get 5 referrals a week, that's an additional $100 per week so ($250 a week) After 2 months you'll be at $17 an hour and you might be doing 20 hours a week. that's $340 a week. with 5 referrals a week, that would be $440 a week. At 6 months, you'll be doing the billing too, and maybe doing 25 hours a week with the additional $3 raise you would be at $20 an hour, making $500 a week, with referrals you could be at $600 a week. What You’ll Actually Do Operations \& Admin Meet with me twice a week (online or in person) to coordinate work completion. Maintain a live task list (recurring \+ one\-time tasks) Manage calendars and scheduling (therapy notes/ google calendar) Track incomplete notes and compliance, and documentation Run insurance reports Follow up on claims over 45 days Deposit checks and track balances Assist with payroll prep Help track quarterly tax payments, deadlines, and submit payments. Organize paperwork and improve systems Intake \& Referral Capture (High Priority) Answer and return intake calls quickly (Mon–Fri, 9–6 availability expected)\- So i'm only paying you 15\-20 hours a week, but you could get calls any time, so I'll provide a $20 bonus per referral successfully captured and scheduled. I typically get about 3 referrals a week, but I'm in sesssions so I imagine you'll get 5\-8\. Schedule new clients, gather information Provide warm, professional first contact Track referrals and follow up Learn to Bill for the business. Additional $3\.00/hour raise when you can independently manage billing tasks (\~6 months) Billing competency includes: verifying insurance information, billing for services completed, Running AR aging reports Identifying unpaid claims Calling insurance Resubmitting claims Sending weekly AR summaries A billing supervisor will still be available for support. What I’m Looking For Strong organizational skills Comfortable with Google Workspace, Excel, and basic bookkeeping Detail\-oriented and proactive Calm under pressure Good phone presence and customer service Comfortable learning software quickly Someone who follows through without being chased To Apply Send your resume and a short note explaining why you’d be strong in a detail\-heavy operations role. Pay: $15\.00 \- $18\.00 per hour Benefits: Flexible schedule Application Question(s): What is your experience with the social work field, or caring for or advocating for others? Work Location: Hybrid remote in Idaho Falls, ID 83401