Administrative Assistant & Wellness Advocate at Metanoia Counseling

Position Summary:

As an Administrative Assistant at our mental health practice, you will play a pivotal role in ensuring the smooth and efficient operation of our office. Your responsibilities will include but are not limited to providing exceptional administrative support to our mental health professionals, assisting with client’s intake and scheduling, maintaining accurate records, providing biomat/aromatherapy and other mental health related treatments as appropriate, hosting yoga/sound healing classes & workshops and creating a welcoming and supportive environment for clients.

Key Responsibilities

Administrative Support:

● Assist mental health professionals with administrative tasks, such as preparing documents, coordinating schedules, and managing paperwork related to client care.

● Support the implementation of office policies and procedures.

Client Intake and Scheduling:

● Greet clients warmly and assist with check-in/check-out procedures.

● Schedule client appointments and manage the appointment calendar for therapists.

● Collect and verify client information and insurance details.

● Provide clients with appointment reminders and necessary forms.

Record Maintenance:

● Maintain accurate and confidential client records, ensuring HIPAA compliance.

● Organize and file client documentation, including intake forms and treatment plans.

● Assist with data entry and record-keeping using electronic health record (EHR) systems.

Communication and Correspondence:

● Answer phone calls, emails, and inquiries from clients, colleagues, and external parties.

● Relay messages, schedule changes, and requests to the appropriate staff members.

● Assist with client and provider communications as needed.

Billing and Financial Transactions:

● Process client payments, insurance claims, and invoices.

● Maintain billing records and assist with financial reconciliation.

● Address billing inquiries from clients and insurance companies.

Office Management:

● Order and maintain office supplies, ensuring a well-stocked and organized workspace.

● Oversee the cleanliness and tidiness of the practice. (arrange deep cleaning as needed)

● Coordinate with building management for maintenance and repairs as necessary.

Wellness Advocate:

● Educated clients on the benefits and safe usage of the BioMat, customizing sessions to meet individual needs.

● Administer BioMat sessions to clients, promoting relaxation, pain relief, and overall well-being.

● Conduct aromatherapy consultations, educating clients on the therapeutic benefits of essential oils.

● Administer aromatherapy treatments to clients, customizing sessions to address their specific wellness needs.

● Lead group sound healing & or yoga classes and provide personalized private sessions, focusing on alignment and mindfulness.

● Organize and conduct specialized sound healing & or yoga workshops to promote physical and mental well-being.

Collaboration and Teamwork:

Our team members, including counselors, social workers, psychologists, psychiatrists and support staff, actively communicate and share insights to create tailored treatment plans that address each client's unique needs. Our diverse team brings together a wealth of experience and expertise. By working collaboratively, we tap into this collective knowledge, allowing us to provide clients with a wide range of therapeutic approaches and perspectives.

Teamwork promotes continuous learning and professional growth. Our counseling office fosters an environment where team members can exchange ideas, attend training sessions together, and learn from one another's experiences. This not only enhances individual skills but also keeps us updated on the latest developments in the field.

● Team Meetings: Team meetings are a cornerstone of our collaborative approach. Team members are expected to actively engage in these meetings, sharing practice updates, insights, and feedback. This ensures that the entire team is aligned, up to date and on the same page

● Flexible Scheduling: Our team recognizes the importance of meeting clients' needs at times convenient for them, which may extend beyond traditional business hours and may involve evening or weekend hours to accommodate client schedules.

Community Engagement:

● Our commitment to the community extends beyond counseling sessions. Team members are expected to represent the practice at community events and initiatives by participating in at least one community event per month, building connections with local resources, and recruiting potential clients.

● Metanoia Counseling hosts several events throughout the year as part of our commitment to promoting holistic wellness and mental health in the community. Team members are expected to actively participate in planning and facilitating these events, which may include workshops, seminars, wellness fairs, or other community outreach and fundraising activities.

Professional Development:

● Stay current with developments in wellness, holistic approaches to mental health and leadership through ongoing training and education. Team members will attend workshops, conferences, or other training opportunities throughout the year.

Qualifications:

● High school diploma or equivalent; some college coursework preferred.

● Previous experience in administrative or receptionist roles is a plus.

● Strong organizational skills and attention to detail.

● Excellent communication and interpersonal skills.

● Proficiency in using office software, including word processing, spreadsheets, and email.

● Discretion and the ability to handle sensitive information with confidentiality.

● Familiarity with HIPAA regulations and compliance in a healthcare setting is advantageous.