[Remote] Operations & Practice Development Architect & Operator for Mental Health Practice (Remote)

Note: The job is a remote job and is open to candidates in USA. NYC Counseling is a premium mental health practice poised for expansion. They are seeking an Operations & Practice Development Architect & Operator to optimize and automate their operations while driving business development and scaling initiatives.

Responsibilities

• You will step in to map exactly what our ideal operations and business development •should• look like based on strict performance metrics, bringing your own pre-tested ideas, optimization loops, and growth frameworks to the table on Day One
• You will rapidly evaluate our active systems •only• to pinpoint the exact gaps holding us back from peak performance
• You must permanently contract our administrative footprint
• Success is measured by a 50%+ reduction in total human hours spent on recurring tasks within your first 60 days via custom AI and Zapier/Make optimization loops
• You will implement tracking systems to monitor the funnel from initial inquiry to booking
• Your core target is maintaining a clinical utilization rate of 85%+ across our team with premium, full-fee clients
• You will optimize automated triage loops to ensure our intake response time remains under 15 minutes for new, high-intent inquiries, permanently eliminating lead decay
• You will map out, document, and deploy an airtight operational framework for tracking insurance eligibility and clearinghouse data to stop cash leaks, project yields accurately, and legally navigate coinsurance structures with zero compliance risk
• You will audit our current workflows and integrate AI, Zapier, Make, and platform integrations to eliminate unnecessary manual work
• You will also directly oversee our administrative staff, auditing their workflows to ensure they are utilized effectively and efficiently on high-leverage tasks—never wasting human hours on anything that could be replaced by AI
• As your automations and management successfully reclaim administrative hours, you will pivot that freed-up bandwidth into building patient pipelines and launching new growth initiatives
• Every business development initiative you launch must have a clear, tracking-backed ROI
• You will act as the strategic director—organizing, deploying, and leveraging the unique clinical authority of the Founder and our highly credentialed clinical team
• You will design the initiatives, handle the logistics, and direct the clinicians precisely when and where their clinical voices can be strategically deployed to secure high-value partnerships
• Your mandate is to systematically spot, vet, and build out similar high-intent acquisition streams, manage premium client matching, and scale corollary business ventures

Skills

• Experience in systems optimization, automation, and oversight
• Ability to manage and optimize administrative talent
• High agency and ability to independently build and execute workflows
• Exceptional verbal and written communication skills
• Experience in relational business development and acquisition in the mental health space
• Proficiency in using AI, Zapier, Make, and other platform integrations
• Ability to design and implement tracking systems for performance metrics
• Experience in maintaining clinical utilization rates and optimizing intake processes
• Strong understanding of insurance eligibility and compliance structures

Company Overview