The team at Back to Balance Counseling is thriving and continuing to grow!

We are currently hiring for a Practice Operations Manager.

About Back to Balance Counseling

Back to Balance Counseling is a growing private practice built on the belief that people deserve exceptional mental health care, which starts long before they walk into a therapist’s office.

From the first phone call to the first appointment and every interaction that follows, we are committed to delivering an exceptional client experience. We believe that how people are treated matters just as much as the clinical care they receive.

We are a values-based practice that is committed to providing superior service to our clients.

As a practice, we value integrity, courage, respect, and transparency because we believe that these qualities are essential for successful relationships.

Our mission is to help people reclaim their lives from anxiety, OCD, trauma, depression, and life’s many challenges while fostering a workplace where clinicians feel supported, challenged, and genuinely enjoy coming to work.

We’re looking for someone who doesn’t simply want a job. We’re looking for someone who wants to help build something meaningful. If you’re looking to clock in, clock out, and do as little work as possible, this is not the position for you. 

Position Summary

The Practice Operations Manager helps ensure the day-to-day operations of the practice run smoothly while supporting an exceptional experience for both clients and team members. Working closely with the practice owner, this role plays an important part in the continued growth and success of the practice.

This position is responsible for creating an exceptional experience for prospective and current clients, ensuring the practice operates efficiently, supporting business growth, and helping cultivate a positive, high-performing team culture. We have always run a drama-free environment.

The right person genuinely wants to see the practice succeed. They get excited when the phone rings because every inquiry represents someone looking for help, and choosing our team. They celebrate when clinicians build thriving caseloads. They naturally notice opportunities for improvement and take initiative without waiting to be asked.

We need someone to see tasks through to completion. We’re looking for someone who naturally thinks several steps ahead, anticipates potential obstacles before they become problems, and makes thoughtful decisions that keep projects moving forward. Rather than waiting for issues to arise, you proactively look for ways to prevent them.

Success in this role requires someone who is naturally engaging, highly organized, and confident communicating with people from all walks of life. They understand the importance of creating a strong first impression, building trust quickly, navigating difficult conversations with professionalism, and helping prospective clients feel comfortable taking the next step toward care. Excellence in these areas is non-negotiable.

Primary Responsibilities

Client Experience & Intake

• Serve as the first point of contact for prospective clients.

• Conduct intake calls with professionalism, empathy, clear communication, and confidence.

• Help prospective clients feel heard, understood, and comfortable taking the next step.

• Match clients with clinicians based on clinical needs, scheduling, and therapist specialties.

• Verify insurance benefits and explain financial responsibilities.

• Assist clients with completing intake paperwork and accessing the client portal.

• Follow up with prospective clients when appropriate to maximize conversion into scheduled appointments.

• Ensure every interaction reflects the professionalism and values of Back to Balance Counseling.

Office Operations

• Maintain a welcoming, organized, and fully functional office environment.

• Coordinate office maintenance.

• Track, order, and manage office supplies and equipment.

• Ensure therapy offices remain in stellar condition, stocked, and client-ready.

• Help create systems that improve efficiency throughout the practice.

Marketing & Community Outreach

• Assist with marketing initiatives and promotional efforts.

• Build and maintain referral relationships within the community.

• Help coordinate community outreach opportunities.

• Assist with projects that strengthen the practice’s visibility and reputation.

Practice Growth & Operations

• Track operational and business Key Performance Indicators.

• Monitor inquiry volume, scheduling trends, and client conversion.

• Prepare and share data reports that help guide business decisions.

• Identify opportunities to improve client experience and operational efficiency.

• Assist with special projects that support continued growth.

Billing & Administrative Support

• Support billing-related administrative tasks.

• Help resolve client account questions.

• Coordinate with billing resources when appropriate.

• Maintain accurate records and documentation.

Team Culture

• Coordinate team events and appreciation activities.

• Support onboarding efforts for new employees.

• Foster a positive, collaborative workplace culture.

• Celebrate team successes and contribute to an environment where everyone feels supported.

Who Thrives Here

The ideal candidate…

• Loves helping people.

• Is always kind.

• Is efficient. 

• Has a comforting energy.

• Naturally notices problems and enjoys solving them.

• Takes ownership rather than waiting to be told what to do.

• Enjoys building relationships.

• Has exceptional phone and interpersonal communication skills.

• Is energized by creating an outstanding client experience.

• Thinks several steps ahead.

• Can confidently juggle multiple priorities.

• Is calm under pressure.

• Values accountability.

• Wants to contribute to the success of the entire team.

Most importantly, this person understands that every phone call answered, every client scheduled, every referral relationship built, and every operational improvement contributes to helping more people receive quality mental health care.

Qualifications

Preferred qualifications include:

• Experience in customer service, healthcare administration, medical practice management, hospitality, or business operations.

• Experience verifying insurance benefits is preferred but not required.

• Strong organizational and project management skills.

• Excellent written and verbal communication.

• Comfort learning new technology and software.

• Ability to work independently while collaborating effectively with a team.

What Success Looks Like

Success in this role means:

• Every prospective client receives an exceptional first impression.

• Clients are efficiently connected with the right therapist.

• Office operations run smoothly and proactively.

• Team members feel supported.

• Operational projects move forward consistently.

• Referral relationships continue to grow.

• The practice becomes stronger, more efficient, and more successful because of your contributions.

Why Join Back to Balance Counseling?

We’re not just running a counseling practice . We’re building a team that actually looks out for each other. Good care for our clients starts with a good team behind them, so we make a point of celebrating the wins, having each other’s backs when things get hard, and always looking for ways to do better.

If you like your work to mean something, don’t mind a challenge, care about doing things right, and want to grow with us, then we would genuinely love to hear from you.

Location: Hinsdale, Illinois. Hybrid

Employment Type: Full-Time – 30 hours/week

Compensation: $28/Hour

Benefits: 

• BCBS health/dental/vision

• 401K with company match

• Paid Leave

• W-2 position

Come join us! We’d love to have you 🙂

Interested candidates can send a cover letter and resume to Megan Cannon at info@backtobalancecounseling.com

I’m looking for you!