Practice Management Operations Assistant

Practice Management & Operations Assistant

Sami’s Angels ABA Services – Gilbert, Arizona

Hybrid (3 days in-office / 2 days remote) | Full-Time | Hourly

Position Overview

Sami’s Angels ABA Services is a growing behavioral health and ABA therapy provider based in Gilbert, Arizona. We are seeking a highly experienced Practice Management & Operations Assistant to support the administrative, operational, and process-driven needs of our practice. This is a high-impact role that works closely with the executive team to manage documentation, audits, authorizations, provider portal workflows, data-related projects, and ongoing process improvement.

This role is ideal for a proactive, detail-oriented professional with experience in a medical or behavioral health practice who thrives in complex environments, enjoys problem-solving, and is motivated to help design, document, and implement systems that improve efficiency, accuracy, and scalability.

Work Arrangement

This is a hybrid position requiring three (3) days per week working in our Gilbert office and two (2) days per week working remotely. The position is full-time, hourly.

Key Responsibilities

Practice & Administrative Operations

• Manage and organize HR, business, and client-related documentation
• Maintain structured, compliant systems for internal files, policies, procedures, and workflows
• Ensure documentation accuracy, version control, and accessibility
• Maintain and continuously improve shared Dropbox folder structures and naming conventions
• Proactively identify administrative gaps and inefficiencies and recommend practical solutions

Authorizations, Benefits & Billing Audit Support

• Support client authorizations, reauthorizations, and ongoing benefits workflows for new and existing clients
• Track authorization timelines, renewal requirements, and required documentation to support continuity of care
• Assist with monthly billing audits across all funders and clients to ensure accuracy and consistency
• Review data and documentation using payer/provider portals (including UnitedHealthcare/Optum, Availity, BCBS, Cigna/Evernorth, Aetna, and Medicaid/AHCCCS portals)
• Identify discrepancies, trends, or risks and escalate appropriately
• Support audit preparedness by ensuring required records and supporting data are complete, organized, and accessible
• This role supports audit and verification functions and is not a primary claims submission or posting role

Data, Reporting & Special Projects

• Support data-related projects including pulling, validating, reviewing, and organizing operational and financial data
• Use Microsoft Excel and other tools to track audits, authorizations, workflows, and administrative projects
• Assist leadership with data analysis to identify risks, trends, and opportunities for improvement
• Support ad-hoc investigations related to compliance, operations, or performance

Process Improvement & Documentation

• Document existing administrative and operational workflows
• Help design and implement improved systems and procedures
• Create SOPs, manuals, trackers, checklists, and reference documentation
• Support standardization of authorization, audit, and administrative processes

Executive & Cross-Functional Support

• Work closely with the executive team to clarify ideas, priorities, and operational needs
• Translate high-level concepts into organized, actionable plans
• Track project progress, timelines, and deliverables
• Collaborate with internal teams and external partners as needed

Required Qualifications

• Bachelor’s degree required
• Minimum 10 years of related professional experience in operations, practice management, or administration
• Experience working in a medical, healthcare, or behavioral health practice is required
• Experience supporting authorizations, benefits, billing audits, or compliance-related workflows
• Strong proficiency with Microsoft Excel
• Demonstrated experience with process improvement and documentation
• Comfort navigating provider portals and complex administrative systems
• Strong organizational, analytical, and problem-solving skills
• Professional communication skills and ability to handle sensitive and confidential information

Preferred / Plus Qualifications

• Experience with Microsoft 365 (Excel, Word, Outlook, OneDrive, SharePoint)
• Experience with Dropbox or similar document management systems
• Experience with Adobe or PDF tools
• Familiarity with healthcare or behavioral health practice management systems or EHRs
• Experience supporting executive or leadership teams
• Prior experience in ABA or behavioral health services strongly preferred

What We’re Looking For

• Highly organized, process-oriented, and detail-driven
• Strong problem-solver who proactively identifies issues and develops solutions
• Comfortable working with ambiguity and improving imperfect systems
• Able to balance independent ownership with collaboration and teamwork
• Adaptable and effective in a growing, fast-paced healthcare organization

Compensation

Competitive compensation, DOE (Depending on Experience)

Pay: $21.00 - $29.86 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Dependent health insurance coverage
• Employee assistance program
• Health insurance
• Paid time off
• Referral program
• Vision insurance
• Work from home

Education:

• Bachelor's (Preferred)

Experience:

• Practice Management related roles: 5 years (Preferred)
• Medical Billing related roles: 5 years (Preferred)
• Administrative: 5 years (Preferred)
• Technology related: 5 years (Preferred)

Ability to Commute:

• Gilbert, AZ 85295 (Required)

Work Location: In person