Administrative Assistant

Full Job Description

Administrative Assistant – Mental Health Clinic

At Intentional Spaces, we are dedicated to creating a welcoming and supportive environment for clients and therapists alike. Our mission is to provide compassionate and high-quality mental health services, and the administrative assistant plays a crucial role in ensuring that our clinic operates smoothly and efficiently.

As the first point of contact for many clients, this role is essential in setting the tone for their experience. Whether answering calls, guiding new clients through the intake process, or assisting with therapist onboarding, the administrative assistant ensures that all interactions are handled with professionalism, warmth, and care.

This position is vital in maintaining the behind-the-scenes operations that allow our therapists to focus on their work with clients. From managing appointment schedules and handling insurance verifications to coordinating billing and administrative tasks, the administrative assistant helps keep the clinic organized and running seamlessly.

In addition to administrative duties, this role is an integral part of our team, fostering a positive and inclusive atmosphere where both clients and therapists feel supported. At Intentional Spaces, we value efficiency, empathy, and a commitment to mental health, and we are looking for someone who shares these values to join our team.

Job Responsibilities

Responsibilities:

• Client Intake & Support: Serve as the first point of contact for new clients, guiding them through the intake process, collecting necessary documentation, and ensuring a smooth onboarding experience.
• Phone & Communication Management: Answer client inquiries via phone, email, and voicemail with professionalism and empathy, providing information about services, scheduling, and general support.
• Therapist Onboarding: Assist in the hiring and credentialing process for new therapists, ensuring all necessary paperwork, licenses, and systems access are completed.
• Billing & Insurance Coordination: Process client payments, submit and track insurance claims, verify benefits, and follow up on outstanding claims or billing issues.
• Administrative Support: Maintain accurate records, manage office documents, update client and therapist databases, and assist in the overall daily operations of the clinic.
• Social Media Management: Oversee the clinic’s social media presence, creating and scheduling engaging content to promote mental health awareness, clinic updates, and community engagement.
• Scheduling & Calendar Management: Coordinate appointments for clients and therapists, manage scheduling changes, and ensure appointment confirmations and reminders are sent.

This role is essential in keeping our clinic running smoothly while fostering a supportive and welcoming environment for both clients and therapists.

Job Requirements

Requirements:

• Strong customer service skills with the ability to communicate professionally, empathetically, and effectively with clients, therapists, and insurance providers.
• Excellent organizational and time management skills to handle multiple tasks efficiently and ensure smooth clinic operations.
• Proven administrative experience, preferably in a healthcare, mental health, or insurance-related setting.
• Fluency in English, both written and verbal, with strong communication skills.
• Proficiency in office software, including email, spreadsheets, and scheduling systems.
• Ability to handle sensitive client information with confidentiality and professionalism.
• Experience with billing, insurance verification, and claims processing is a plus.
• Social media management experience is preferred but not required.
• A proactive and adaptable mindset, with the ability to problem-solve and work independently as well as collaboratively in a team environment.

Skills Required

• Administration - Expert
• Social Media - Intermediate
• Customer Service - Expert

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