Administrative Assistant/Receptionist

Full-Time Hourly Administrative Assistant

At The Center for Creative Healing, we believe that behind every successful therapeutic service is a dedicated and organized support team. As our Administrative Assistant, you’ll play a key role in ensuring our operations run smoothly by directly contributing to the quality care we provide to our clients. Your attention to detail, exceptional organizational skills, and welcoming demeanor will help us maintain accurate client records, facilitate crucial administrative processes, and support both clients and staff. Working closely with the office manager, you’ll handle medical records requests, reception duties, and clerical tasks with precision and care.

We’re seeking an individual who is highly motivated, eager to learn, and passionate about supporting others. As part of our collaborative and multidisciplinary team, you'll find a rewarding environment with opportunities to grow professionally, all while playing a key role in enhancing the wellbeing of those we serve. This part-time role offers 30 hours per week with flexible scheduling options, provided hours fall within the traditional workday.

Job Duties

Client and Staff Support: Assist with maintaining Electronic Health Records (EHR) and respond to medical records requests for clients and staff.

• Initiating proper set up and mapping of new clients, facilities and employees in the Electronic Health Records system
• Checking new patient files for completed paperwork and sending reminders for completion
• Maintaining electronic medical records with updated demographic information, new credit cards and insurance information to include specialty clients like those associated with the grant and CSA
• Providing provider support on Electronic Health Records system and other administrative needs
• Responding to requests for medical records and processing letters and reports
• Scanning records and documents for billing or legal services, sending and receiving information via fax machine, and answering phone calls for records requests
• Providing regular availability to staff for assistance with time sensitive administrative matters
• Maintaining all welcome cards sent from therapists
• Creating, sending, and collecting satisfaction survey from clients quarterly
• Reviewing and sharing ideas on how to improve client satisfaction in collaboration with the leadership team
• Closing out client files from terminated clients on monthly follow up sheet

Administrative Duties: Manage files, maintain materials, and handle reception tasks, both virtually and in-office.

• Maintaining internal Human Resources profile for each employee to include agreements, benefits, supervisory reports and annual reviews, and keep files compliant with appropriate on-boarding documents such as CPR, TB, MTBC, LPC
• Providing administrative support to the office manager by assisting with special projects and providing coverage for planned absences within the admin support team
• Maintaining supplies inventories and ordering materials for office use
• Providing clients with virtual and on-site reception during regular windows of time to answer questions regarding billing and scheduling or to help update client profile in the EHR

Office Coordination: Maintaining a clean working environment and ordering supplies for all departments.

• Maintaining office supplies for all teams
• Organizing supplies in common spaces
• Ordering supplies as needed within the budget restraints
• Developing office cleaning schedules
• Maintaining the shared art space and shared music closet
• Developing and maintaining room schedules

Account Management: Collect payments, update cards, and assist with accounts receivable.

• Collecting payments from clients
• Updating cards from clients on the phone, in person or through virtual reception
• Assisting with accounts receivable

Qualifications: experience in administrative roles, healthcare, or similar fields

• Detail-oriented and proactive with problem solving
• Independent yet collaborative
• Strong organizational skills with the ability to multi-task
• Ability to represent our brand with friendly and clear telephone etiquette
• Proficiency in Google Suite, EHR systems
• Knowledge of office management systems and procedures
• Excellent time management skills and the ability to prioritize work
• Excellent written and verbal communication skills
• Willing to learn new systems and platforms
• High School degree; additional qualification as an Administrative assistant
• Willingness to attend a training specific to our EHR, Insync in October

If you’re ready to join a team where your administrative talents make a real difference, apply today! Fill out the application through our website to get started on the track to interviewing! https://docs.google.com/forms/d/e/1FAIpQLSchlMDskWRL1-9Qn-y1YC2WeCWn1s08bhwzwKXRfCu3eUsFkg/viewform?usp=sf_link

Job Type: Full-time

Pay: $16.00 - $20.00 per hour

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• Day shift
• Monday to Friday

Work Location: Hybrid remote in Richmond, VA 23236

Salary : $16 - $20