Administrative Assistant for Group Psychotherapy Practice
Position Overview: Administrative Assistant.
The Administrative Assistant is an important role at Presence of Mind, Inc. (“Presence of Mind”). The individual in this role ensures that clients are appropriately referred to the best fitting therapist and are cared for from start to finish with us. The individual should also take good care of the clinical staff by keeping their schedules filled and handling all claims and billings so that clinicians can focus on what they do best. The Administrative Assistant also assists clinicians with the insurance credentialing process, keeps the practice running well and the business owner up to date on the state of affairs.
The Administrative Assistant role consists of 5 main areas of focus:
1. Client Care Coordinator: Empathetic, efficient call handling and intake process
2. Biller: Timely billing/claims management
3. Clinician Credentialing Coordinator: Oversee and take the lead on the credentialing process for clinicians.
4. Workflow/Process Streamlining & Documentation: Streamline our systems for maximum efficiency and growth.
5. Run reports that check key business metrics.
This is a part-time, remote position requiring 15-19 hours of work per week Monday-Friday. As the practice grows, this can evolve into a more full-time position.
Reports to: Zoey Faught/CEO
Duties/Responsibilities:
· Intake Coordination (respond to phone and email inquiries and schedule appointments with appropriate therapists.
· Coordinate with clinicians on filling their schedules.
· Provide direction to clinicians and administration teams on best practices for improving scheduling process.
· Provide metrics to Zoey/CEO on intake and other stats.
· Identify areas where the company needs improvement in client intake process and initiate the improvement measures.
· Be a problem solver and think ahead to ensure any challenges do not greatly impact progress or outcomes for clients.
· Manage timely billing/claims processing.
· Resolve any rejected or denied claims.
· Oversee the insurance credentialing of clinicians.
· Document and streamline workflow processes.
· Help manage payments of routine business expenses.
· Assist with payroll
· Assist with marketing (community outreach, networking, social media management)
· Assist with onboarding new clinicians
· Assist with other projects (like google workspace implementations and streamlining, etc.)
· Other duties as may be assigned.
Requirements:
· Minimum education requirement: AA
· Familiar with key business technology (word, excel, etc.)
· Experience with Simple Practice (electronic health record system) and Google Workspace a plus.
· Ability to stay highly organized.
· High attention to detail and ability to prioritize various projects independently.
· Passion for working with others (being collaborative) and helping the team members grow and learn.
· Ability to set goals and develop achievable timelines to hit them.
About Presence of Mind: Here at Presence of Mind, we believe in creating the best atmosphere for our clients and employees and giving back to our community. Our mission is to help members of our communities reconnect with the things that are truly important and thrive, both in their own lives and in their relationships. We strive to make wellness a down to earth practice. Our vision is to eliminate mental health stigma by creating awareness of, appreciation for, and acceptance of mental health self-care. We are a fun, dynamic, and collaborative team who values working collaboratively and helping improve the health and wellness of our communities.
Our Values: Presence of Mind lives by values that guide who we are as a team and how we present to our communities. We hire staff who bring these values to life.
Creating strong relationships: Building strong, meaningful relationships is a basic need for all of us. We value building relationships within our community and helping our clients do the same. It’s also a hallmark of our business to promote strong, lasting bonds within our team and to work collaboratively both in the office and out in the community.
Serving the community: Part of our mission is to contribute to promoting wellness within the community through community involvement, speaking engagements, and financial contributions. It is our goal to reach more people and provide psychoeducational services to students, teachers + administration, and businesses through regular outreach in the community.
Invest in quality: We’re committed to providing the best atmosphere for our clients and our team. Our commitment is seen the way we provide a collaborative environment for our team, and wrap around services for our clients. We promote continued education for our clinicians through quarterly trainings in evidence-based practices so clients can feel safe knowing their therapist is always growing in their skill.
Promoting inclusion: We promote hiring clinicians of varying backgrounds, beliefs, and specialties to better serve the diverse and unique experience of our clients. It’s also important that our office promotes a foundation of diversity, equity, and inclusivity in its culture and practice.
Job Type: Part-time
Pay: $20.00 - $23.00 per hour
Benefits:
- Flexible schedule
- Paid time off
Schedule:
- Choose your own hours
Application Question(s):
- How many years of admin assistant work experience do you have?
Education:
- Associate (Required)
Experience:
- Microsoft Excel: 1 year (Preferred)
- Google Workspace (gsuite): 1 year (Preferred)
Work Location: Remote
