Perez Therapy, LLC 

Job Description

Position: Office Manager/Personal Assistant to the CEO

Reports to: Chief Executive Officer

Status: Full-time (40 hours per week)

Type: Administrative

Salary: [Range] $45,000 to $55,000/year, based on experience, skills, credentials

and performance during the interview process

Status: Administrative Support Staff, W2 Position, Salaried/Non-Exempt

Benefits: Eligible for Individual Enrollment

Location: Hybrid – remote and in-office

Travel: Up to 50% providing support for errands and other assigned tasks

About Perez Therapy, LLC:

Perez Therapy, LLC provides individual, couples, and family therapy services. We are dedicated to enhancing community well-being through professional and compassionate therapeutic services, with emphasis in providing services to minority populations, BIPOC, Spanish-speakers and LGBTQIA individuals.

Role Overview:

The Office Manager/Personal Assistant to the CEO will provide crucial administrative and personal support to enhance the operational and administrative systems of the company, managing administrative tasks, handling sensitive company information, and performing logistical duties, as well as some physical duties.

Position Requirements:

• High School Diploma or equivalent.
• 2 years of administrative assistance experience, preferably in a healthcare setting
• Spanish/English bilingual; reading, writing and speaking Spanish are required.
• Proven experience as a personal assistant or similar administrative role.
• Excellent written and verbal communication skills.
• Must be able to type at the average speed of 40 to 60 words per minute (WPM), verified through typing test.
• High level of discretion and confidentiality.
• Exceptional organizational and time-management skills.
• Proficient in Microsoft Office and Google Suite.
• High school diploma; higher degree or certification in Business Administration or relevant field is preferred.
• Able to work on-site at Perez Therapy locations, CEO’s residence and remotely from home.
• Active Pennsylvania driver’s license.
• The employee’s eligibility for the position is contingent upon them having access to an insured personal automobile (car) for required duties as specified by the CEO that require travel within the Greater Philadelphia Metropolitan Area. 
• Criminal History, Child Abuse and FBI Fingerprinting Clearances required.

Duties and Responsibilities:

• Administrative Support: Manage and maintain the CEO's schedule, appointments, travel arrangements, and any logistics related to setting-up the physical space for a meeting or special event. Takes staff meetings notes as directed by management. Ensures accurate and meticulous tracking of company data management systems, spreadsheets, checklists, meeting notes, plans, electronica health record and all other systems of organization and administrative support, policy and procedure of the company. 
• CEO Communications Support: Handle incoming and outgoing communications on behalf of the CEO, as directed by the CEO.
• Clinic & Client Support: Answer phones, conduct client prescreening for intakes, schedule clients, provide outreach to clients and community stakeholders. Engages patient referrals via phone and email to engage in treatment, explain practice policies, fees, intake process, scheduling and cancellation procedures. Assigns cases to therapists as directed by management, and understands the unique specializations and schedules of each therapist to make appropriate case assignments. Ensure referrals are not lost. People will be responded to within 24 hours of a phone or email inquiry. Helps with client re-engagement and quality management efforts, as directed by management.
• Office Management & Maintenance: Provides coordination of the office schedule, provider schedules for in-person appointments, and ensuring accuracy with the EHR. Ensures that the physical office spaces are clean and tidy, providing light cleaning to the bathrooms, waiting areas and offices. Coordinates professional cleaning services, repairs, contractors, maintenance and all other needs for all Perez Therapy office locations.
• Data Entry & Billing: Completes any data entry as required and assigned by the CEO and any billing tasks assigned by the Office Manager, including processing claims, following up on unpaid invoices, verifies insurance eligibility, and provides compliance and quality assurance reviews of client and insurance billing. Following up on unpaid claims by insurance companies and clients. Ensuring that therapists and management are aware of unpaid balances. Sends billing to health insurances companies Monday through Friday for all insurances, with exceptions made by management.
• Quality Assurance Tasks: Track therapists’ completion of clinical documentation, including session notes, assessments, treatment plans, outreaches, discharge documentation, consents/releases. Review various administrative and clinical tasks for adherence to company policies and procedures. Advises CEO and management of deviations in company practices, and advises CEO of any compliance issues that require immediate attention and remediation.
• Financial Trust: Trusted with a company credit card for making approved purchases. Requires meticulous adherence to budget limits and purchase approval processes as outlined by the CEO. Ensures patients remit timely payment for services rendered and keep a credit card on file for autopay, exceptions can be approved by the director
• Confidential Data Handling: Responsible for entering data, in the company Electronic Health Record (EHR). Follows all safety protocols and maintains client confidentiality of protected health information (PHI) for all clients.
• External Communications and Marketing: Provides social media support, including preparing any posts, responding to inquiries via social media outlets. Assists in marketing efforts, including managing online advertising campaigns, organizing snail mail marketing campaigns, and calling/emailing community partners. Updates the client relationship management software for marketing and community building purposes.
• HR, Credentialing & Staff Support: Assists management in the onboarding process for new employees and credentialing each staff person with all health insurances, as appropriate. Provides onboarding, orientation, and ongoing training to staff as appropriate. Tracks staff attendance in individual & group supervision, licensure supervision, staff meeting, and other staff activities.
• Physical Tasks: Ability to follow detailed instructions for assembling furniture and setting up equipment. Capable of physically demanding tasks including carrying items up to 20 pounds, the ability to stoop, crawl and sit for several hours at a time with reasonable breaks, and lift items such as bags, office supplies, boxes, furniture, and other necessary equipment.
• Flexible Schedule: Availability to cover shifts in the morning, evening, and weekends, with two weeks' planning in advance for a scheduled shift.
• Driving and Errands: Must possess an active Pennsylvania driver's license and be willing to travel up to 15% of the time within the Philadelphia metro area to complete errands and tasks. 
• Record Keeping: Maintains thorough records of meetings, as directed by the CEO.
• Mandated Reporting: Immediately reports any suspected child abuse to Pennsylvania Child Line within one hour of receiving the report, and sends Philadelphia Department of Human Services CY-47 via email as outlined in the Perez Therapy Policy Manual.
• Significant Incident & Emergencies: Immediately reports incidents to the CEO immediately upon being informed of any emergencies. Ensures documentation is filed in the client’s chart, or documented as directed by management (incident report, client email).
• Confidentiality of Personal Confidential Information: Ensures that all personal confidential information known by the employee remains confidential and cannot be disclosed to any third party. Keeps confidential information about the CEO from the CEO’s family members and personal contacts, without exception. Upholds the Non-Disclosure and Non-Solicitation Agreement signed, as a condition of employment. Ensures that all personal confidential information known by the employee remains confidential and cannot be disclosed to any third party. Keeps confidential information about the CEO from the CEO’s family members and personal contacts, without exception.
• Policies & Procedures: Completes all tasks and required documentation as outlined in the Employee Handbook, Policy Manual, Code of Conduct, Administrative Procedures Manual and contributes to practice by accomplishing related tasks as needed. Meets expectations as outlined in Offer Letter.