Intake Coordinator and Virtual Assistant Position

Your role means a lot to us

Who You Are:

You've been looking for a change, wanting to be part of a bigger mission that is focused on making a positive impact on your community. You love knowing that the work you do impacts the world’s understanding of health and specifically, mental health and healing.

In this role, your work makes a great impact beyond the time you sit in front of your computer. With strong communication skills, you enjoy trying new things and helping to connect those in emotional distress with knowledge and resources that can help them. You take your job seriously, staying organized and paying attention to the details of every task. You know how to be flexible, while also having a calm demeanor.

Who We Are:

We are a team of mental health professionals who provide counseling services to individuals (adults, teens, children and families) in the Five Towns of Long Island, New York. At Integrative Psychotherapy, we offer counseling to treat issues including anxiety, depression, self-esteem issues, family issues and trauma.

We pride ourselves in the top-notch care we provide each of our clients who reach out, and do our best to help them achieve their counseling goals towards healing, change and transformation. We meet as a team on a weekly basis for team collaboration and support.

As an organization, Integrative Psychotherapy values

  • Relationships

  • Balance - of Work, Rest and Play

  • Continued Education and Excellent standards toward ourselves, each other, our clients, and our community.

  • Humility and Hard Work (not perfection)

  • Respect

  • A great workplace environment of collaboration and a sense of community.

  • Transparency - We have the tough conversations to keep our connections strong and healthy.


The vision of Integrative Psychotherapy:

  • Help our community with improving quality of life and relationships

  • Healing from anxiety, depression and trauma

  • Growing to be happy and healthy - integrating mind, body, emotions, spirit

  • Hope for present and future

  • Share wisdom, skill & knowledge with our community

Requirements:

  • Warm personality with strong communication skills.

  • Detail-oriented

  • Proficiency with Google Suite, Trello, and Canva, and be comfortable with online technology and software.

  • Comfortable using email marketing programs like MailerLite and Mailchimp.

  • Able to use basic hardware: printers, scanners, laptops and smartphone apps.

  • Strong skills in multitasking, creativity and problem-solving

  • Ability to work with with limited supervision

  • Team Player

  • Experience or have a background in customer service

  • Experience in the field mental health is a plus

  • Customer service-oriented

  • Possess the aptitude to screen potential clients who are a good fit for our practice

Job Duties and Responsibilities

You bring operational excellence

  • Phone

    Immediately returning incoming calls and promptly returning voicemails within 2 hours from current and potential clients. This includes listening to clients’ concerns and explaining how our services can help. You’ll need to accurately screen potential clients’ needs and match them with the best fit services and clinician as well as other resources needed. You will discuss scheduling, as well as other information needed to set-up new clients in our online system. You’ll also answer emails and calls from current clients who need some guidance in how to change their scheduled times or any other technical, scheduling, or logistical needs.

  • E-Mail

    Proficiency with Emails, G-Suite, Trello and Mailchimp. You will be tracking information from the admin and owner’s account as well as the primary practice email. You will answer all questions from potential clients, fellow professionals and invitations for collaborations. You will provide customer service to current clients, as well as promptly communicate messages from clients to clinicians. You’ll send brief and clear actions needed for owner to take. You’ll be monitoring your weekly tasks, duties and “to-do-lists” on Trello. You will need to add, edit, and summarize goals and tasks as needed, keeping owner, team and all clinicians up-to-date on ongoing matters.

  • Online Practice Management

    Comfortable and proficient with online technology software. You are responsible for accurately entering client information and scheduling them into their clinician’s calendars. You’ll need to reschedule and/or cancel as necessary. You’ll monitor billing documents to be sure clients are getting their receipts and superbills, and following up with any payment issues or changes needed to be made (through our electronic health records software). You are highly observant to maintaining highest levels of privacy and confidentiality laws - and being cognizant of the legal and professional regulations in ALL communications. You must have proficiency and experience with organization, with near-perfect record-keeping; this will include tracking incoming inquiries, scheduling bookings, developing collaborations, and communication all relevant information to owner and team members on a regular basis.

    Hourly Pay:

20-25/hour Rate negotiated based on experience.

20-35 hours per week

Why your role is so important to us

As the office assistant, you are the first person who people “meet” when they reach out for help. You must have great communication skills, and be detail-oriented. You need to understand, and appreciate our unique counseling services and how they can meet the needs of those who you. You’re motivated and focused on contributing to our warm, inviting and professional work environment. Integrity, trust and discretion are core values at our practice.

You must be organized, trustworthy, and comfortable working well with people.

If you want to help us help our clients who are in pain, connect them with the right help as they move towards change and healing, and if you have experience in office support experience, kindly submit your resume below.

Application Questions Here:

Please click this link to fill out some basic information.

Introductory Video:

Please submit an introductory video along with your resume and cover letter! This should be pretty informal.

Videos can be created on Loom, which will generate a link that you can email to me in addition to your cover letter and resume.

In the video, please 1. introduce yourself 2. share past clinical experience and 3. let me know why you’re interested in this position. You’re welcome to include any specific questions you have.

I look forward to being in touch with you!