Client Care Coordinator/Administrative Assistant

BackgroundThe Center for Trauma, Stress, and Anxiety, LLC (CTSA), is a large mental health practice with a mission to be the premier integrative health and wellness resource for trauma and anxiety in our community. We currently have two locations (Bel Air and Nottingham), and we partner with our sister company - Get Centered Wellness, LLC - which offers vibrational sound healing, yoga therapy, meditation, reiki, nutrition coaching, executive function coaching, and more.We are looking to meet the growing needs of our communities and add a full-time Client Care Coordinator / Administrative Assistant to our incredible, multidisciplinary team. We have a strong Administrative Team full of caring, compassionate, highly driven teammates, and were looking to add another teammate who has a passion for working in the mental health field.The right Receptionist / Administrative Assistant will have a fervent desire to be part of a team culture, but can also work independently. They will be the very first impression potential new clients have of our practice and our team. As a result, we are searching for a candidate that is warm, empathic, and reassuring.As we believe in investing in our team and providing highly competitive salaries and benefits, we are hiring for a W-2 / employee position.What It's Like to Work HereLet's be transparent.We are looking for teammates that do what they say they're going to do. The ones who show up, ready to do what's right even when no one else is looking. The ones who take pride in being in the honorable role of a helping professional, and feel that they are aligned with their purpose and their why. We are not looking for the ones who are on the hunt for the "next best thing" and feel like the grass is always greener. We want teammates who are down to earth, aligned with their purpose, and want to work for a practice that really cares.Let's be clear.Sometimes we're going to ask you to do things you don't feel like doing... Like reaching out to every person who inquires about our services, or sitting on hold for an hour to advocate for a client with a billing problem. This might take time, and it will certainly take effort. But it shows our clients and our community that we are invested in their well-being, and we expect our teammates to go the extra mile for our clients and each other.Let's be good teammates.We work hard and play hard. We want people on our team who are excited to be here and share in our shenanigans. We love being playful, creative, innovative, and offering services that no one else offers. We love supporting each other through the highs and lows - personally and professionally. If you're not interested in that, please don't apply.Let's be an inspiration to each other.We love our team and our culture, and we work very hard to protect it. As a result, we do not tolerate negativity, drama, or gossiping. Drama breeds negativity and we are fiercely protective of the healthy, supportive culture we've built and work hard to maintain. We believe that our work environment should be fun, challenging, and inspiring. We want people with positive attitudes that we can "do life" with, who are ready to inspire their coworkers, their clients, and their communities. Pessimists, Debbie Downers, and gossipers will not last long here. Let's talk about money.Maybe we aren't the highest paying practice, but we're not the lowest paying either. We offer our teammates a fair rate, and in exchange for that, a ton of support. We have an incredible onboarding and training program that supports you through your first 90 days of employment. We set you up to be a success and a source of compassion, reassurance, and hope to our community. We encourage you to grow and cross-train. We do things for our teammates that we don't have to do... But we do it because we want to and we care. If you're looking for a job with the highest paying salary, please don't apply here. We wish we could, but insurance really has us in a vice grip. What you may not like about CTSA.We think it's a good idea to tell people what they're not going to like about us, right up front, so they can save themselves the time and not apply if they know it's not going to be a good fit. Here's what you should know...   1. We have high expectations. We expect our teammates to be detail-oriented, independent, have excellent follow-through, and maintain a positive attitude. If our admin assistants do not love their work, they're going to leave a bad first impression for new inquiries and that's a hard line in the sand for us. Our Receptionists have a huge first impression, and need to leave clients feeling supported, validated, cared for, and hopeful.    2. You can't call out sick or cancel your day because you don't feel like talking to people that day. Cancellations are for emergency situations only and true illness. Our team is counting on you. If we didn't need you to show up, we wouldn't be hiring another teammate.    3. You must comply with our office policies. Policies are created to keep order and healthy boundaries, and we all know how much we need that!   4. You must pay attention to detail and work well as a member of the team. This means communicating with providers and clients, documenting, talking on the phone, etc. We rely on excellent communication skills to ensure we're all on the same page and our clients are being served properly.   5. You will be held accountable for the workload you agree to. We will provide support and training. TONS of it. But if you consistently fall short despite full support from leadership and our admin team, we will hold you accountable.What you will LOVE about CTSA.If those things above don't worry you, then keep reading. Because there is a lot to LOVE about us. We offer all the amazing things of a larger agency (good benefits, team culture, support), but with the private practice mentality. Here's what employees say they love about us...   1. We are very fair. You might not love every policy or decision, but we are always fair.   2. Our admin team couldn't be more supportive and amazing. They handle everything and they're literal Rockstars. They are the oxygen to our system, and without them we'd die a quick, agonizing death. If you have felt unappreciated elsewhere, here's your chance to finally have that corrective experience.    3. We love to get together for non-mandatory fun. We actually like each other. We know each other's struggles and families and growth edges, and we praise each other's accomplishments. We host fun events and we want you to be a part of our lives.    4. We offer integrative services and love when our teammates - including our admin - find a way to offer something "extra" when they feel up for it that might be of value to our clients! We almost always say yes to our clinicians' ideas! We offer a lot of creative freedom here, and we're proud of it.   5. We care about you. We want to see you succeed, remember your why, and align with your purpose. We will invest in you if you invest in us. It's a two-way street.We know this is a lot of info... But we believe it is crucial you know enough about us and our culture before you make a decision to apply. Please understand, we are not looking for people who are job hoppers. We are not interested in those seeking a 50 cent on the hour raise. We are looking for professional teammates who truly want to feel like part of a team, and part of something bigger than themselves.If that's you, then what are you waiting for? Read more about our position and fill out the application! Medical Assistants with a background in Psychiatry / Behavioral Health / Mental Health are strongly encouraged to apply (though this is not a requirement)!Job Responsibilities : Answering phone calls, texts, and emails of potential new clientsGreeting clients in the waiting roomAssisting with intake coordination for new clientsAssisting with insurance verification and eligibility checksManaging clinician schedulesCollecting client payments or updating payment forms for clientsAssisting with record keeping (release of information, records requests, faxes)Maintaining a warm and welcoming waiting room spaceWhen needed, assist with referring individuals to our referral partnersManaging office mail and scanning EOBsAssisting with bank depositsAssisting with group therapy registrationAssisting with marketing and event planning effortsOther administrative support as requestedSkillsets for Success : Previous experience providing administrative support to a busy office and using Google Workspace to complete daily tasksReceptionist experience requiredOutstanding customer service skillsExcellent time management skills and the ability to prioritize workExcellent written and verbal communication skillsAttention to detail and problem-solving skillsIndependence and agency - ability to see work that needs to be done without having to be told to complete itCandidate must be self-motivated, highly organized, have the ability to multi-task and be willing to take on more tasks as neededPerks :  Robust full-time benefits package, including : Competitive salary with full benefitsPaid time off401(k) with 4% matchMedical, Dental, and Vision InsuranceHealth savings accountLife insuranceA supportive, team-based environment

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