Administrative Assistant/Receptionist

THIS JOB REQUIRES 2 WEEKS OF IN-PERSON TRAINING AT OUR TYRONE OFFICE AND THEN CAN BE REMOTE, WITH OCCASIONAL NEED FOR ADDITIONAL IN-OFFICE TRAINING

This job will become full-time (Monday through Friday 9am to 5pm) in the near future. Do not apply if you are not able to work full-time.

We do require any applicants to have 2 years of experience in healthcare/law office (or similar field) in client coordination/reception/ and/or administration.

We are seeking a Client Care Coordinator/Receptionist to answer calls and handle scheduling for our four counseling centers in Tampa, St. Petersburg, and Sarasota. You'll be able to log in to our virtual call center which you will use to funnel all incoming calls and manage the schedules of 16 clinicians. You will also be required to do various administrative and clerical tasks. As a Client Care Coordinator, you are the "Voice of the Practice," so it's essential to have an upbeat, positive, optimistic, non-confrontational, and empathetic personality. The way you interact with clients is extremely important! As a mental health counseling center, our clients will be calling you at the most vulnerable and saddest times of their lives, so you need to be able to have the emotional capacity to maintain a positive mindset and to be able to console someone while matching them with the best clinician based on their needs. It's crucial that calls are handled with exceptional care and that everyone who calls has a positive experience. Occasionally you'll handle emergencies promptly and effectively while maintaining a calm disposition to de-escalate any tense situations that may arise with an aggravated client. Multitasking and stress management skills are essential for this position. We are the authority figure for mental health in our respective communities with an outstanding reputation, so your values must reflect ours regarding customer service and overall client satisfaction. You will receive plenty of training until you and the Executive Director feel confident you've fully grasped the system-wide infrastructure for scheduling, answering calls, and getting clients with the appropriate clinician on our practice management software. You'll be handling sensitive HIPAA-compliant information and confidentiality must be maintained at all times.

Other Responsibilities

• Greet and welcome guests on the phone in a warm and upbeat manner
• Answer calls and maintain schedules for 16 clinicians
• Provide basic and accurate information about our practice via phone/email
• Maintain HIPAA-compliant data and protocols
• Update calendars, schedule meetings
• Maintain a waitlist for each clinician in the practice
• Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing

Skills

• Previous work experience as a Receptionist, Front Office Representative, or similar role in a medical office or counseling center/private practice
• Proficiency in Microsoft Teams and Microsoft Office Suite
• Professional attitude
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• College degree (in Psychology/healthcare is a plus)
• Experience with practice management software such as SimplePractice a plus

Compensation

The pay will begin at $20 an hour. On average, we book a total of 130-150 new clients a month across our practices. You'll answer around 15-20 calls a day. You'll also be answering e-mails. You can advance in compensation rather quickly depending on how well you perform.

Ideal Schedule

Monday - Friday: Monday 9am-5pm, Tuesday through Friday will be part-time for now (4-5 hours each day), ideally during the first half of the day, but can be flexible.

Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: 20 – 40 per week

Benefits:

• 401(k)
• Flexible schedule

Schedule:

• Monday to Friday
• No nights
• No weekends

Education:

• Associate (Required)

Experience:

• Healthcare or Law office: 2 years (Required)

Ability to Relocate:

• Saint Petersburg, FL 33710: Relocate before starting work (Required)

Work Location: Hybrid remote in Saint Petersburg, FL 33710