Virtual Assistant, Intake Coordinator & Social Media Manager for Mental Health Therapy Practice

Self & Wellness is a mental health practice owned by Jessica Balmir. We are establishing the infrastructure to grow into a group practice We are seeking someone to fill a multi-dimensional role as a virtual assistant, intake coordinator, and social media manager. The virtual assistant role requires someone who is detail oriented, takes initiative to solve problems and takes tasks off the practice owner’s plate without too much instruction. The intake coordinator is the main point of contact for new clients and the central liaison between clients, therapists, and team members. The social media manager will have some previous experience in the role, some content creation and graphic design skills, and the ability to turn a single piece of content, such as a blog, into multiple posts and graphics. This is a vital position to the success of the business and requires someone in the role who is excited about the mission and growth of the practice. We are seeking someone who is dedicated, who sees the big picture and pays attention to detail, and who is a warm and friendly representative of the practice. The total hours for the 3 roles will be 5-10 hours per week of work with opportunities for growth as the business grows. *****Assistant Responsibilities**** Collaborate with the practice owner for ongoing process improvement. Identify problems or issues that may negatively affect the business, and proactively alert the owner, using the insight from your role to help solve these issues. Sending client surveys to current and terminating clients. Insurance billing (submitting claims, posting insurance payments, issuing superbills, helping clients with Thrizer) Benefits checks through Availity or directly through insurance Following up on outstanding balances for copays and late payments for private pay clients Perform all duties in a HIPAA compliant manner. ******Social Media Management/ Graphic Design Responsibilities***** Posting blogs on website and Google Business Profile Posting social media posts Creating an account on Instagram Creating content for social media including use of canva or similar platform Assisting with writing and designing newsletter *****Intake Coordinator Responsibilities***** Be available to conduct scheduled and live consultation calls M-F 9-5 EST time Conduct intake calls and schedule clients for first sessions (ideally) or consultations with therapists (as appropriate), using the consultation call script and process provided. Perform post-intake tasks according to the checklist provided (send intake forms, get credit card on file, welcome email, etc) Follow up with new clients to fill out forms before first session Return client calls, emails and messages within 2 hours whenever possible and no later than the next business day. Follow up with clients who have fallen off a consistent schedule. Official discharge process with clients who terminate (contact, follow up, letter) and deactivate in EHR. Research referrals for clients who need additional services or higher level of care. Completely fill out contact log for accurate metrics tracking. *****Requirements***** Experience using an EHR (Simple Practice preferred) Experience with Alma, Availity, Psychology Today, Facebook, Instagram, iplum Experience with Microsoft Suite Experience with Canva or similar platform Experience with content creation Billing experience Warm, friendly and professional Excellent communication and reflective listening skills Start your cover letter with the word rain HIPAA certification preferred (can provide training if needed) Experience in the mental health field Private, quiet office space with good internet connection Laptop or computer and cell phone ******Measuring Success***** 90% of consultation calls scheduled are completed. 70% of clients who did a consultation, booked a session/were assigned to a therapist. 50% overall conversion rate Daily communication with practice owner Increased leads from social media These metrics, in conjunction with client surveys and feedback, therapist feedback, and practice owner experience will be used to determine success.