What are the responsibilities and job description for the Admin Operations Assistant position at MY DOPE THERAPIST?
JOB DESCRIPTION
Admin & Operations Assistant (Mental Health Practice – Growth Role)
Position Type:
Part-Time: 35 hours PER MONTH (potential for increase in hours as the practice grows) Hourly: $20–$24/hour
Remote (U.S.-based preferred, but not required, California Medi-cal system familiarity a plus)
Remote (U.S.-based preferred, but not required, California Medi-cal system familiarity a plus)
About the Practice
We are a growing mental health practice serving diverse communities across California, working with a mix of commercial insurance, Medi-Cal plans such as Contra Costa Health Plan and Alameda County Access, and clinical supervision services.
Our long-term vision is to expand into a group practice and training institute, supporting clinicians in delivering high-quality, ethical care.
We are looking for someone who wants to grow with the practice, not just complete tasks.
About the Role
This is not a typical virtual assistant position.
We are looking for an Admin & Operations Assistant who can take ownership of core systems including scheduling, client communication, and billing coordination.
The right candidate will eventually grow into a practice operations role, helping manage clinicians, client flow, and internal systems.
Key Responsibilities
1. Scheduling & Client Coordination
- Manage therapist calendar and appointment scheduling
- Send appointment confirmations and reminders
- Follow up with clients to reduce no-shows
- Maintain a waitlist and fill last-minute openings
2. Referral Management
- Contact new referrals promptly
- Schedule intake appointments
- Track referral conversion (contact → scheduled → attended)
3. Billing Support (Training Provided)
- Assist with CMS-1500 claim preparation (especially for Alameda County Access)
- Track submitted claims and payments
- Monitor for missing documentation
- Flag issues proactively
4. Systems & Workflow Support
- Maintain billing and scheduling trackers
- Identify inefficiencies and suggest improvements
- Help implement systems to improve workflow and organization
5. Communication & Coordination
- Serve as a professional point of contact for clients
- Communicate clearly with clinician and biller
- Follow through on tasks without constant supervision
Who This Role Is For
This role is a strong fit for someone who:
✔ Takes initiative and solves problems independently
✔ Is highly organized and detail-oriented
✔ Communicates clearly and professionally
✔ Wants to grow into an operations or leadership role
✔ Is comfortable working in a structured, accountability-driven environment
✔ Is highly organized and detail-oriented
✔ Communicates clearly and professionally
✔ Wants to grow into an operations or leadership role
✔ Is comfortable working in a structured, accountability-driven environment
This Role Is NOT For Someone Who:
❌ Needs constant direction for every task
❌ Prefers repetitive work without problem-solving
❌ Is not comfortable handling responsibility
❌ Avoids accountability or follow-through
❌ Prefers repetitive work without problem-solving
❌ Is not comfortable handling responsibility
❌ Avoids accountability or follow-through
Growth Opportunity
This role has strong potential to grow into:
- Operations Manager
- Practice Coordinator for multiple clinicians
- Leadership role in a growing group practice
As the practice expands, responsibilities and compensation will increase.
Hiring Process
Candidates will complete:
- Initial interview (fit communication)
- Second interview (problem-solving workflow scenarios)
- 1-week paid trial to assess performance in real tasks
Sample Scenario (You May Be Asked)
“A client no-shows, another cancels last minute, and three claims need to be submitted but one note is missing. How would you handle this?”
How to Apply
Please submit:
- Resume
- Short response (3–5 sentences):
“Why are you interested in a role that could grow into operations or leadership?”
Requirements:
- High school diploma or equivalent; associate degree preferred.
- 1-2 years of administrative experience in a healthcare setting.
- Strong organizational and multitasking skills.
- Proficient in Microsoft Office Suite and scheduling software.
- Excellent communication and interpersonal skills.
- Ability to maintain confidentiality and handle sensitive information.
- Positive attitude and a passion for helping others.
- Familiarity with mental health terminology is a plus.
About Us:
MY DOPE THERAPIST has been proudly serving the Sacramento community for over five years, helping individuals achieve mental wellness through personalized therapy. Our clients love us for our approachable, dedicated team, and our employees appreciate a supportive work environment that fosters growth and collaboration.
Salary : $20 - $24