Operations Assistant 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 ccurrently. 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 have lots of skills, People say I'm a great therapist, that's good to hear. 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 things I struggle with- consistency, and the boring paperwork stuff.

Personally when i was doing my last internship, every hour i wasn't with a therapist, i was picking the brain of our Office Manager, I wanted learn everything about how the business ran, so i could run my own some day. I think this would be an excellent opportunity for someone that wants to have their own practice or manage a practice some day.

This role is 15–20 hours per week to start and can grow into billing and higher-level operations.

I'll need you to be here in the office in person, at least twice a week to get mail, scan and depost checks, fax documents and all that. Other than that, you can do telehealth.

So compensation is as follows:

I'll pay you 1099, so no W2 for this position. But we can switch to W2 later on if that's important for you.

Starting pay is 15-18$ per hour.

plust bonuses of 20$ per referral gotten and scheduled. I'd plan on 3-5$ per week.

5$ raise in 6 months, if/when you can complete all the medical billing for the agency

I'll pay you at the higher rate (the 5$ raise) for the hours you do training with my my credentialing specialist on how to do the billing.

When she and i feel you can competently do the billing, then the raise will take effect (for your entire 15-20 hours per week, not just the time spent billing).

so hypothetically, you start at 15 an hour, and work 15 hours a week. that's 225. a week. you get 5 referrals a week, that's an additional 100$ per week, (325 a week)

after 6 months you'll be doing the billing too, probably working 5 more hours per week, making 20$ per hour, (400 per week)

with the additional bonus of referrals at 20$ per referral scheduled (total of 500 per 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 $5.00/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

This is an excellent role for a social worker or grad student who wants to open a private practice someday and learn the business side.

To Apply

Send your resume and a short note explaining why you’d be strong in a detail-heavy operations role

Job Types: Part-time, Contract

Pay: $15.00 - $18.00 per hour

Expected hours: 15 – 20 per week

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