Practice Manager

Position Summary

The Practice Manager provides part-time administrative and client-support help to Heart 2 Soul Counseling — answering calls and messages, gathering basic client information, and assisting with insurance and billing tasks. This is a flexible, fully remote, entry-level administrative role — a good fit for someone looking for a manageable amount of part-time work with a self-directed schedule, including college or university students. It is not a clinical, operations-management, or supervisory role: the Practice Manager does not provide therapy or clinical advice, diagnose clients, make treatment decisions, evaluate clinical appropriateness, or manage clinicians' clinical work. Clinical questions are always referred to a licensed clinician.

Responsibilities

• Respond to incoming calls, voicemails, emails, and client inquiries in a timely, compassionate, and professional manner while protecting confidential information.
• Gather relevant client information, including scheduling availability, insurance coverage, preferred appointment format, and therapist preferences, to help coordinate the appropriate next step.
• Contact insurance companies when verification or follow-up is required.
• Submit insurance claims and complete related billing tasks.
• Complete other related administrative duties reasonably necessary to support the practice's day-to-day operations.

Work Location

Work wherever you're most comfortable. This position can be performed 100% remotely, and remote work is fully supported. There is no expectation to work from our York office, even if you live nearby, and remote employees receive full consideration — there is no preference for hybrid or in-office candidates, and no expectation that a remote employee will transition to in-office work later. If you personally enjoy an office environment, optional hybrid or in-office work is available, but that choice is based entirely on your own preference. Choosing to work remotely will never count against you as an applicant or employee.

Schedule

You will have the flexibility to create your own schedule and complete most work whenever it is most convenient for you. Some weekday business-hour availability will be needed to contact insurance companies and provide timely follow-up when necessary, and any agreed-upon calls, meetings, or commitments should be honored.

Compensation & Hours

$15 per hour. Approximately 10–15 hours per week to start, with the potential for additional hours as the practice grows.

Benefits

Paid time off.

Internship Opportunity

This role may also be available as an internship placement for eligible college or university students, subject to academic requirements, role fit, supervision availability, and practice capacity.

Application Process

Interested candidates should submit a resume and cover letter to admin@heart2soulcounseling.com or directly to the owner at Torimackley@heart2soulcounseling.com.

Please don't include your Social Security number, medical information, banking information, identification documents, or other sensitive information when applying.