Benefits:
- Competitive salary
- Dental insurance
- Flexible schedule
- Health insurance
- Opportunity for advancement
- Paid time off
- Training & development
- Vision insurance
Job Title: Office Manager (Client Intake Coordinator)
Company: Therapy Insights Practice
Location: New York (Remote, Hybrid, or In-Office)
About Us:
Therapy Insights Practice is a dynamic and growing therapy practice dedicated to providing exceptional care to our clients. We are committed to fostering a supportive and engaging work environment for our team members. We value innovation, compassion, and excellence in all we do.
Job Summary:
The Office Manager (Client Intake Coordinator) will play a crucial role in managing the client intake process and ensuring the smooth operation of our office. The Office Manager will also oversee the daily administrative operations of Therapy Insights Practice. This role requires a highly organized individual who can manage office tasks, coordinate client services, oversee social media and marketing efforts, facilitate team building, and assist with networking activities. The role also involves coordinating the registration and financial intake of incoming clients, managing appointments, and handling various clerical duties. The ideal candidate will be organized, empathetic, and skilled at multitasking in a fast-paced environment. This position reports directly to the Clinical Director, Chief Executive Officer and Chief Operating Financial Officer.
Key Responsibilities:
-
Administrative and Office Tasks
- Manage day-to-day office operations, ensuring a clean, organized, and efficient workspace
- Handle office coorespondence, including emails, phone calls, and mail
- Maintain office supplies inventory and place orders as necessary
- Organize and maintain office files and records, ensuring they are up-to-date and easily accessible
- Client Intake and Registration:
- Service as the primary point of contact for clients, addressing inquiries and resolving issues promptly.
- Initiate contact with clients to gather required clinical and demographic data.
- Schedule intake sessions with clinicians/therapists and complete necessary paperwork.
- Oversee the client onboarding process, ensuring all necessary documentation is completed and filed.
- Maintain client confidentiality and comply with HIPAA regulations.
- Review referrals and verify all information.
- Manage the overall intake process and case assignments as needed.
- Administrative Duties:
- Handle data entry and manage client records, including creating new charts.
- Provide receptionist coverage, answer phones, and greet walk-in clients.
- Maintain a list of referral sources and ensure proper documentation for intake therapists.
- Assist with the implementation of Electronic Health Records (EHR) and its impact on the intake process.
- Financial Responsibilities:
- Oversee the financial intake process for new clients, ensuring all necessary information is received and processed.
- Manage billing and insurance verification in coordination with the billing department.
- Client Coordination:
- Engage with clients and referral sources to provide necessary information and support.
- Ensure clients are matched with the appropriate therapist based on their needs.
- Handle urgent phone calls and provide necessary follow-ups.
- Social Media Management
- Develop and implement a social media strategy to increase the practice's online presence and engagement.
- Create, schedule, and publish content across various social media platforms (Facebook, Instagram, Tik Tok, LinkedIn etc.)
- Monitor social media channels for client feedback and respond appropriately.
- Marketing
- Assist in developing and executing marketing campaigns to promote the practices services.
- Design marketing materials such as brochures, flyers, newsletters, blogs, and social media marketing material
- Coordinate with external vendors for marketing and promotional activities
Qualifications:
- Education and Experience:
- High School diploma or equivalent.
- Bachelor's degree in Business, Hospitality and/or Marketing is a plus
- Bilingual (English/Spanish) preferred.
- Excellent organizational and time management skills.
- Experience in a mental health or medical office setting is a plus.
- Previous hospitality experience is a plus
- Skills and Attributes:
- Resourceful, empathetic, and compassionate.
- Strong problem-solving skills and the ability to take initiative.
- Ability to work independently and within a team.
- Excellent interpersonal skills and the ability to engage clients.
- Proficient in basic computer operations (Accumed, Therapy-Notes, Google Workspace, Slack).
Personal Qualities:
- Dynamic and outgoing personality with a passion for client care.
- Demonstrated ability to manage multiple responsibilities efficiently.
- Strong attention to detail and organizational skills.
- Ability to maintain confidentiality and handle sensitive information with discretion.
Compensation and Benefits:
- Competitive salary range of $60,000 - $80,000, commensurate with experience.
- Comprehensive benefits package including health insurance, retirement plans, and other perks.
- Paid Time Off (PTO).
- Flexible work arrangements: Remote, Hybrid, or In-Office.
How to Apply:
If you are interested in this exciting opportunity, please send your resume and a cover letter to Aramos@therapyinsightspractice.com.
Contact Information:
Albert Ramos
Chief Operating Financial Officer
Therapy Insights Practice
Email: Aramos@therapyinsightspractice.com
This is a remote position.