Company Description

Windows Health Clinic provides traditional and innovative mental health services in our Santa Rosa and Cotati, California locations.

Position Description

Are you a proactive and organized individual with a passion for creating exceptional client experiences? We are seeking an Office Administrator who embodies an "ownership" mindset and is ready to start their story within a growing team. The role also offers the opportunity to train and work as a TMS technician to add even more variety to the work of running the office. This position is ideal for someone professional, efficient, and dedicated to elevating the office environment. ["TMS" = transcranial magnetic stimulation]

The ideal candidate will manage the organization and efficiency of daily office operations at our Santa Rosa clinic and coordinate those activities with our Cotati clinic. Communication among clients, insurance companies, and our therapist team over two locations is key to driving our business, all the while making your mark on the office setting in which it all happens. Lastly, you will have the opportunity to work with clients yourself as a TMS technician (we will train you). As an embedded player on a connected and dynamic team, you will be responsible for completing multi-level tasks in a professional and timely manner.

Responsibilities

• Facilitate communication among team members, clients (patients), and other stakeholders, both internally and externally.
• Provide our clients with a great experience with every visit.
• Answer phones, provide information about services, and schedule appointments.
• Follow up on tasks from the previous day and assist with administrative needs.
• Handle new patient paperwork, payments, and appointment scheduling.
• Coordinate and manage treatment schedules to prevent overlaps.
• Maintain a clean and organized clinic, stock supplies, and manage inventory.
• Engage with potential patients, conduct benefits investigations, and track progress.
• Create treatment packages, email templates, and printed materials.
• Manage patient interactions with empathy, especially in heightened states.
• Work with therapist schedules (i.e. "play Tetris") to align with client availability.
• TMS protocol delivery to clients, along with TMS coordination and assistance.
• Overall administrative support to top-level management.

Qualifications

• Strong organizational and multitasking skills.
• Hardworking and committed to the completion of tasks and projects.
• Excellent communication and interpersonal abilities.
• Proficiency with (or ability to quickly learn a new) scheduling and administrative software (e.g., SimplePractice EMR, Trackstar).
• Ability to handle sensitive situations with empathy, discretion, and professionalism.
• Keen attention to detail and commitment to maintaining high standards of cleanliness and organization.