What are the responsibilities and job description for the Practice Administrator position at Heart Stone Counseling?
Practice Administrator Job Description
Heart Stone Counseling
Part-Time Practice Coordinator/Admin Job Description
About Us
Established as a group practice in 2022, Heart Stone Counseling serves adolescents and adults in Maine. We specialize in addressing the problems that emerge as a result of trauma, loss, life transitions, relationship dynamics, and addiction. Virtually and in-person, HSC offers individual and group therapy that is creative and hopeful.
HSC Vision
To provide high-quality, effective mental health therapy to support a person making meaning of their life that is aligned with their preferred way of being in the world.
Values
- Respect -We approach people and the problems they are experiencing in ways that show respect for their knowledge and abilities
- Appreciation-We recognize and appreciate the complexity and uniqueness of every human situation
- Curiosity- We strive to cultivate curiosity and always question our assumptions
- Openness—We are always open to learning and growth, professionally and personally
Administrative members of the team will be provided with
- Schedule flexibility
- Competitive compensation
- Beautiful office space
- Plentiful parking and walking access to the Green Belt trailway
- Accrued Paid Time Off
- Schedule flexibility
- Option of 401k after 30 days
Essential Functions & Responsibilities:
- Supporting therapists with client bookings, payments, administrating intake & consent forms, etc.
- Client support: welcoming clients to the practice, answering client inquiries via voicemail and emails, processing payments
- Maintaining Quality Assurance (follow-up to payments, securing payment information, uploading secure documents, managing the booking software including schedules and treatments offered)
- Completing reports for the practice and following up on cancellations and consultations.
- Maintenance of office area, light cleaning, office supplies, and clinical files
- Running errands for the practice
- Communicating with Heart Stone biller to follow-up with insurance payment questions
- Assisting with the coordination of the group space usage and rental
- Assist with onboarding new clinicians
Skills, Abilities & Experience:
- Flexible, trust-worthy, detail-oriented, and self-motivated individual with the ability to work independently and proactively.
- Consistently communicates professionally and kindly to staff and clients who may be in distress and seeking services or information.
- Confidence sharing ideas and constructive criticism for the purpose of efficiency, growth, and innovation.
- Capacity to prioritize and manage multiple projects, requests or assignments.
- Comfort navigating electronic software and apps. (We use Flock, Spruce, gmail for communication)
- Considerable experience using the G- Drive Suite, Gmail, Dropbox, in a work environment.
- Ease working independently and also enjoys collaborating with a team.
- Experience with Simple Practice EHR is helpful
Compensation & Benefits: The hourly rate, ranging from $22-25, is based on experience and the degree of responsibility assumed. Services will be payable biweekly and in accordance with the standard payroll practices of HSC.
Employee Benefits. As a part-time employee, you will be eligible to participate in Heart Stone Counseling-sponsored benefits. You will earn 1.7 hours of PTO for every 20 hours worked up to forty (40) hours of accrued paid time off. Paid time off accrual will begin after thirty (30) calendar days of employment. Contributions with an employee match is an option after 30 days of employment.
Working Conditions & Physical Requirements:
Able to focus, track, and concentrate multiple requests and demands. If working remotely, the ability to return messages, respond to clinicians questions in a private location with strong, consistent internet service. If in-person, the ability to move light objects, chairs and tables if preparing group space.
Additional Information:
Heart Stone is looking for an admin who can learn the essential administrative tasks of the practice while our Practice Coordinator is on maternity leave with the possibility of part-time employment once she returns. As the Heart Stone Counseling practice grows, there may be additional opportunities for expansion of job responsibilities, hours, compensation and leadership.
Equal Opportunity Statement:
Heart Stone Counseling is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, disability status, or any protected class status.
Job Types: Part-time, Temporary
Pay: $22.00 - $25.00 per hour
Expected hours: 10 – 20 per week
Benefits:
- 401(k) matching
- Flexible schedule
- Paid time off
Schedule:
- Day shift
- Monday to Friday
Experience:
- office administration: 1 year (Required)
Ability to Commute:
- South Portland, ME 04106 (Required)
Work Location: Hybrid remote in South Portland, ME 04106
Salary : $22 - $25