Virtual Assistant and Intake Coordinator

Company: Stay Mindful Therapy Location: Remote Reports to: Practice Owner Employment Type: Part-Time Compensation: Competitive and commensurate with experience

About Us...

Stay Mindful Therapy is dedicated to providing compassionate and personalized mental health services. Our team is committed to helping clients navigate life?s challenges through mindfulness-based therapeutic approaches. We are looking for a detail-oriented and empathetic Virtual Assistant and Intake Coordinator to join our team and support our mission.

Job Description

As a Virtual Assistant and Intake Coordinator, you will be the first point of contact for potential clients, managing inquiries, scheduling, and administrative tasks. You will play a crucial role in ensuring a seamless experience for clients, from their first interaction with us through their ongoing care.

Key Responsibilities
? Client Intake Coordination:
? Respond to inquiries via phone, email, and online forms.
? Conduct initial intake calls to gather necessary information and assess client needs.
? Schedule appointments and coordinate with therapists to ensure availability.
? Maintain accurate records of client information in our practice management system.
? Administrative Support:
? Assist with day-to-day administrative tasks, including managing calendars, organizing files, and processing payments.
? Prepare and send out necessary forms and documentation to clients.
? Manage communication between therapists and clients, ensuring timely responses and follow-ups.
? Client Communication:
? Provide a warm, empathetic, and professional first impression to all potential clients.
? Handle confidential information with care and maintain client privacy.
? Ensure all client inquiries are addressed promptly and efficiently.
? Operational Support:
? Assist with billing and superbill processing as needed.
? Support the practice with marketing efforts, including managing social media accounts and updating the website.
? Contribute to the continuous improvement of office processes and client experiences.

Qualifications
? Previous experience in a similar role, preferably within a mental health or healthcare setting.
? Excellent organizational and time management skills.
? Strong written and verbal communication skills.
? Ability to handle sensitive information with discretion.
? Proficiency with office software, including Microsoft Office, Google Workspace, and practice management systems.
? Empathy, patience, and a client-focused approach.
? Experience with billing and superbills.
? Experience with mental health EHRs, like Simple Practice.
? Leadership skills

Required Education and Experience
? High School Diploma or equivalent, some college psychology classes preferred
? Experience in the Mental Health field is a plus
? HIPAA Compliance Trained is a plus

Benefits
? Flexible work schedule with the ability to work remotely.
? Opportunity to be part of a growing, supportive, and mission-driven team.
? Professional development and training opportunities.

How to Apply

Please submit your resume and a cover letter outlining your relevant experience and why you?re a good fit for Stay Mindful Therapy to renee@staymindfultherapy.com. We look forward to hearing from you!

Job Type: Part-time

Pay: $20.52 - $26.70 per hour

Expected hours: 10 ? 20 per week

Benefits:
? Flexible schedule
? Professional development assistance

Schedule:
? 4 hour shift
? Weekends as needed

Education:
? High school or equivalent (Required)

Experience:
? Time management: 1 year (Required)
? Attention to detail: 1 year (Required)

Work Location: Remote

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