Optimizing Operations for a High-Demand Neurodevelopmental Practice
Customer: A Private Practice Psychologist (Confidential)
Industry: Healthcare / Mental Health / Autism & Neurodevelopmental Disorders
Location: New York City, NY
Role Filled: Administrative Manager
Table of Contents
Customer Background & Challenges
Our customer is a highly credentialed psychologist based in New York City with an extensive background in major academic medical centers, including Weill Cornell, Harvard, and Boston Children’s Hospital. She previously helped build and lead the Autism Center at a well-known Institute before launching her own private practice six months ago.
As her practice transitioned from a solo operation to a multidisciplinary group practice (incorporating pediatricians, behavior analysts, and post-doctoral trainees) she faced several critical operational hurdles:
- High Demand, Low Support: Specializing in autism and neurodevelopmental disorders in NYC created a surge in patient inquiries that she could no longer manage alone.
- Administrative Friction: The customer was losing significant revenue to credit card fees and needed a system to manually pass these fees to families or manage alternative billing methods like weekly or monthly invoices.
- Complex Scheduling: Managing clinician calendars, patient reminders, and “network gap exception” super bills required high attention to detail.
- The Vetting Fatigue: In previous roles, she found that local talent often required years of training to understand the nuances of clinical care and PHI (Protected Health Information) sensitivity.
The Ataraxis Solution
Ataraxis stepped in to provide a turnkey staffing solution, leveraging a rigorous screening process where only about 5% of candidates are accepted. We focused on finding a candidate who possessed both the technical proficiency in Simple Practice and the emotional intelligence required to interact with anxious parents receiving neurodevelopmental diagnoses.
- Speed to Hire: Within one week, Ataraxis provided the customer with four fully-vetted candidates.
- Cost Efficiency: The customer successfully interviewed the candidates and made a hire at a rate of $11/hr.
- Vetting Focus: Candidates were screened specifically for work-from-home readiness, responsiveness, and the ability to act as a buffer; prioritizing urgent clinical needs over routine administrative tasks.
Featured Talent: Lilian
The candidate selected for this role, Lilian, exemplifies the caliber of talent Ataraxis represents. With over six years of experience managing teams and overseeing patient and billing processes, she brought immediate value to the practice.
Qualifications & Expertise
- Simple Practice Mastery: Lilian possesses over four years of expertise in Simple Practice, overseeing record maintenance for over 200 patient accounts monthly and training staff on navigating the platform.
- Clinical Operations Leadership: She has a proven track record as an Administrative Manager for telehealth clinics and an Operations Manager supervising remote teams of virtual assistants for psychiatry clinics.
- Financial & Billing Stewardship: Her experience includes managing all financial transactions, including monthly membership billing, secure payment processing, and proactive follow-up with insurance carriers.
- Relevant Educational Foundation: She holds a BS in Clinical Psychology, providing her with the foundational understanding of patient needs and clinical environments requested by the customer.
Comprehensive Technical Skills
Lilian is highly proficient across a wide array of healthcare and administrative software. Her expertise in EHR and EMR systems extends beyond Simple Practice to include Office Ally, eClinicalWorks, and CharmEHR. For seamless practice and property management, she is skilled in using Zocdoc, PropertyWare, Showmojo, and MLS. Her communication toolkit is extensive, featuring professional use of RingCentral, 8×8 Dialer, Skype, Slack, and Discord. Additionally, she maintains high productivity through her mastery of the Microsoft Office Suite, DocuSign, ClickUp, and Adobe PDF.
Results
By partnering with Ataraxis, the psychologist was able to offload the “fire hose” of administrative tasks and focus on her clinical expansion. The new Administrative Manager now provides the warm and responsive communication that validates parent concerns while maintaining strict clinical boundaries and efficient billing cycles.
About Ataraxis
Ataraxis helps founders and operators hire MBA-level, dependable global talent for administrative, operations, and revenue-support roles—fast. We handle sourcing, vetting, and ongoing operations so clients get dedicated talent without the typical hiring drag.
If you’re trying to reclaim executive time, tighten operations, or build a scalable sales support engine, we can usually deliver vetted candidates in 2 weeks or less.
Examples of other roles Ataraxis fills:
HIPAA-Compliant Virtual Assistants
Virtual Medical Receptionist
Prior Authorization Specialist
Mental Health Virtual Assistant