Client Care Coordinator/Administrative Assistant
Your role is key to the success of our team. You are the kind and professional first-contact our clients have with our organization.
The Journey and The Process (TJATP) is looking for a part-time virtual assistant to join our expanding private practice. This position is perfect for you if you are looking for meaningful, consistent, professional work and need the flexibility to work from anywhere. You will start at 10 hours per week with the possibility to expand to full-time as our organization grows and after you’ve completed a probationary period. Hourly pay $15-20 per hour depending on experience.
Who Are We?
TJATP is a mental health organization that provides skilled therapy to children (ages 5+), individuals, and couples who have experienced traumatic events or struggle with depression and anxiety. We serve many men and women in the Christian church and often work with pastors and clergy to support our clients. We are committed to providing the absolute best clinical care and customer service experience for our clients. People reach out to us in distress, when they’re discouraged, desperate, frustrated, and don’t know what else to do. We want to provide them with relief and hope from the very first phone call or email. We answer questions honestly and directly. We always return calls and respond to every email. We help people get the help they need, even if we’re not the right fit for them.
We value efficiency and direct communication. We don’t want to spend time in endless staff meetings when an email or short video message will accomplish the same thing. If there’s a miscommunication or we need you to change the way you’ve been doing something, we’ll just tell you. Our communication motto is “clear is kind.”
We run a paperless office. Our systems for keeping client records, tracking referrals, tracking time worked, communicating with other staff, and getting paid are all online. This is what allows you to work from anywhere!
You’ve been wanting work-from-home job that fits your skill set and values your professional experience. You want to know the work you do matters. You like to help people. You work well with little direct supervision, in fact, you prefer it.
You are detail oriented, don’t need reminders to meet deadlines, and pride yourself on your ability to follow through. You’re the kind of person who does what you say you’ll do. You like a work culture that’s not a strict “clock in and clock out” but a “we trust you to get your work done” kind of place.
About this job
We are currently hiring for someone to fill the roles of Client Care Coordinator and Virtual Assistant in one!
TJATP’s Client Care Coordinator answers phone calls and emails from potential clients. He/she conducts phone consultations with potential clients to ensure they are a good fit for our practice. This includes finding out about the type of problem the client is facing, explaining how we work with people, discussing fees, session frequency, and answering questions about insurance. The Client Care Coordinator then matches the client with a therapist, sets them up in our system, and notifies the therapist of the new appointment. They may refer the client to other providers if we aren’t a good fit for them. The Client Care Coordinator maintains confidentiality at all times.
TJATP’s Virtual Assistant (VA) tracks the source of the potential client inquiries and the results of their communication (referred out, scheduled, etc.). They compile monthly reports about client services, retention, and therapist time. The VA sends satisfaction surveys when clients successfully complete therapy and tracks our results over time. Like the Client Care Coordinator, the VA must maintain client confidentiality at all times. Our services qualify as healthcare services and we have a legal obligation to maintain our clients’ confidentiality. This means that you cannot share identifying information about the people you communicate with and must follow TJATP protocols for safely storing client information.
The VA also assists in some basic marketing duties, including, but not limited to, preparing posts for our social media platforms, basic video editing, posting videos to YouTube and our blog.
Other support and administrative tasks may be assigned as needed.
The Client Care Coordinator/VA must have a smart-phone, computer, and reliable internet service.
We are looking for the following skills:
- General admin skills and perfect attention to detail
- Good memory for client base
- Doesn’t mind interacting with people who need a lot of support due to emotionality, such as multiple reminders and repeating instructions, and is comfortable talking to others about their personal lives
- Good interpersonal boundaries (warm and supportive but firm and doesn’t feel guilty about enforcing a policy)
- Problem solver
- 45+ WPM
- Excellent written and verbal communication
- Able to multitask
- Good at anticipating what needs to be done… and DOES IT
- Excellent internet research skills
- Able to compile reports with instruction
- Good at creating and altering systems as well as automation of tasks
- Social media skills a plus but not required
- Knowledge with the following programs is a plus but not required: Simple Practice, Google Workspace, Asana, MarcoPolo, Gusto, WordPress, iMovie, Canva
Why this job?
You are an integral part of a team of amazing professionals doing life-changing work. We really can’t do what we do best without you.
You are an important link in helping people in distress find the help they need.
You get to work in a supportive, affirming, creative environment with a bunch of kind, funny, and smart people.
We believe personality fit is important. It’s important that we’re a good fit for the clients we work with and that our employees are a good fit for our company culture. If you’ve liked what you’ve read so far and think you have the right skills for the job, please apply below. We’d love to meet you!
We look forward to meeting you! All submissions will be reviewed. Some applicants will be invited to interview.
Note: TJATP is an equal opportunity employer. We’re also an anti-racist, anti-sexist workplace. We don’t always get it right, but we are committed to having the hard conversations and doing the work in ourselves so that we don’t replicate systems of oppression in the therapy room with our clients or within our team.