Clinical Operations Assistant (Part-Time)

Safe Families; Chicago, Northern (IL, KY); Hybrid; USD 28,000 - 39,000; Part time

Job summary

Lydia Home Association in Chicago, IL is seeking a part-time Clinical Operations Assistant to oversee front-end client systems, billing infrastructure, and administrative compliance. The role supports a transition to a new EHR and ensures accurate intake, billing and records management.

The ideal candidate will coordinate credentialing, verify benefits, manage client folders, and audit documentation to protect funding and compliance. This is a hybrid position with some remote work.

Qualifications

• Minimum of 2 years of administrative, billing, or coordinator experience in a behavioral health, medical, or child welfare clinic.
• Proven experience working with healthcare software; prior experience selecting or migrating an EHR system is a major plus.
• Clear understanding of behavioral health CPT codes, insurance claims submission, and provider paneling/credentialing.

Responsibilities

• Oversee EHR implementation: research, evaluate, and guide rollout of a new EHR platform.
• Manage provider credentialing and paneling with commercial plans and Medicaid networks.
• Submit billing claims to insurance companies and Medicaid.
• Monitor claims denials; troubleshoot and resubmit to secure payment.
• Track client deductibles, copays, or sliding scale fees in internal spreadsheets.
• Oversee client intake process and verify insurance benefits.
• Create new client folders and maintain compliant records.
• Perform regular client file reviews to ensure documentation and compliance.

Skills

Administrative experience

Billing experience

Coordinator experience

Tools

Healthcare software

EHR systems

Job description

All Jobs > Clinical Operations Assistant (Part-Time)

Clinical Operations Assistant (Part-Time)
Chicago, IL (Hybrid / Up to 8 hrs work from home)

Lydia Home Association is a non-profit child-welfare organization serving families in the Chicago area. Our Counseling Center is seeking an organized, detail-oriented Clinical Operations Assistant to manage our front-end client systems, billing infrastructure, and administrative compliance.

This is a multifaceted, independent role perfect for a professional who enjoys technical problem-solving, compliance management, and setting up efficient systems. In this role, you will guide our transition to a new Electronic Health Record (EHR) system, coordinate new client intakes, and ensure our practice complies with required documents.

Systems & Insurance Infrastructure (Initial & Ongoing Projects)

• EHR Implementation: Research, evaluate, and guide the selection and rollout of a new Electronic Health Record (EHR) platform.
• Provider Credentialing: Manage the onboarding and paneling for new therapists, coordinating with commercial insurance plans and Illinois Medicaid networks.
• Claims Submission: Submit billing claims to insurance companies and Medicaid.
• Denial & Problem Resolution: Monitor clearinghouse reports, troubleshoot rejected or denied claims, and resubmit for payment.
• Client Financials: Track client deductibles, copays, or sliding scale fees, and update internal financial spreadsheets.

Client Intakes & Care Coordination

• Oversee Client Intake Process
• Conduct Insurance Benefits Verification
• Create New Client Folders

Compliance & Record Auditing

• Client Folder Reviews: Monitor client records to verify that documentation is complete and in compliance with behavioral health quality standards.

Requirements

• Minimum of 2 years of administrative, billing, or coordinator experience in a behavioral health, medical, or child welfare clinic.
• Proven experience working with healthcare software; prior experience selecting or migrating an EHR system is a major plus.
• Clear understanding of behavioral health CPT codes, insurance claims submission, and provider paneling/credentialing.
• Excellent organizational skills with the ability to catch minor missing details in clinical files to protect funding and audit success.
• A desire to serve within a cohesive, mission-driven team.