Practice Office Coordinator
Company: Balanced Awakening PC
Location: Oak Park
Posted on: September 20, 2022
Balanced Awakening is a thriving psychotherapy practice focused
exclusively on empowering female-identified individuals on their
healing journey. We're currently searching for our second
multifaceted and sophisticated Practice/Office Coordinator to
provide administrative and office support for our rapidly growing
practice headquartered in Chicago.
The second Practice Coordinator will report to the practice owner
and work closely with the practice manager and first practice
coordinator to support the day-to-day operations of the practice,
as well as support the implementation of larger, strategic
Often at the center of multiple tasks and projects to ensure smooth
operations within the practice, the person in this role will also
work with billing, staff therapists, and clients.
You'll excel in this role if:
--- You have strong attention to detail. You love making sure all
the Ts are crossed and Is are dotted.
--- You're incredibly organized. You use lots of systems to stay
organized so that nothing falls through the cracks.
--- You're energized by working on, and switching between, a
variety of different tasks and projects. You prefer that no two
workdays are the same and enjoy checking things off your to-do
--- You prefer working in a fluid environment and can easily
transition from working from home (remotely) to an office
environment (alone) to working in person with coworkers. We
envision this as a hybrid role (mostly remote and one in-person day
a week at our Lakeview office), but it has some flexibility to be
adjusted based on the candidate's needs/preferences.
--- You have a strong dose of self-direction, motivation, and
resourcefulness. Since this role is mostly remote and we're a small
business, this characteristic is essential.
--- You have an analytical mindset and excel at improving processes
with the goal of creating efficiency.
--- You are an excellent communicator with solid customer service
skills. You exude warmth, empathy, thoughtfulness, and
professionalism in all business-related communications.
--- You are passionate about the mental health industry and
inspired and invigorated by supporting therapists and clients in
the delivery of therapy services.
Reports to: Dr. Hannah Yang, practice owner
Position: Full-time salaried. @ 35-40 hours a week. The schedule
can be flexible as needed.
Work location: Hybrid (remote + working from our Lakeview office in
Compensation: $50,000 - $60,000, commensurate with level of
experience. Three weeks of PTO.--
To be considered, submit your resume, complete the screening
questions and assessments, and include a cover letter outlining why
you think you'd excel in this role.
**Only candidates who complete our full application process will be
considered and a cover letter is required. Once you submit your
resume and cover letter, you'll receive an email within a few hours
with a link to answer the screening questions and take the
assessments (DISC and attention to detail). Check your spam folder
if you don't receive the email.**
---No phone calls, please.
--- Support onboarding new clients to the practice
--- Learn and assist with management of our online Zocdoc account,
including working with Zocdoc to onboard new clinicians, address
issues, and manage client bookings
--- Often act as the first point of contact for potential and
current clients; respond to and coordinate client emails and calls
within 24 hours
--- Respond to therapist admin/operational requests
--- Become a product expert with our EHR and help maintain clean
client data and support therapists with questions/training
--- Help keep therapist profiles/directories up to date
--- Manage our waitlist (i.e. keep track of and reach out to those
on the waitlist as needed)
--- Support for coordinating/scheduling internal meetings and
taking meeting notes
--- Event planning and research for internal team events; ordering
and research for employee gifts
--- Help maintain and update practice manuals and internal
documentation (practice policies, referral database, CE database,
software training documents, etc.)
--- Collaborating with the practice manager and practice
coordinator to improve internal processes to create more
--- Visit each of our northside offices (Andersonville and
Lakeview) 1-2 times a week for light cleaning, plant care, bringing
in mail and packages, etc. Visit our downtown office quarterly to
check on things, determine what needs to be ordered, etc.
--- Additional administrative tasks that may arise
--- Bachelor's degree and at least 2-3 years of relevant
experience. We will also consider someone with a high school
diploma and over three years of relevant experience.
Healthcare/mental health experience is not required but is
--- Proven track record of being detail- and process-oriented, as
well as self-directed (able to work independently with minimal
--- Advanced organizational skills to efficiently prioritize and
complete a variety of tasks
--- Prior experience in a patient or client-facing support
--- Excellent written and verbal communication skills. Comfortable
answering phone calls, talking with potential and current clients,
and representing Balanced Awakening with compassion and
--- Technologically savvy; basic knowledge of Google Workspace with
the ability to learn new software programs quickly. Experience with
software training for employees is a plus.
--- Working knowledge of the mental health field, confidentiality
for patient health information, and HIPAA compliance are preferred
but not required
We are a psychologist-run psychotherapy niche private practice for
women, couples, and teen girls! We are passionate about creating an
empowering space for anyone on the female-identified spectrum. We
also love to bring new (or ancient) integrative healing modalities
to our clients alongside more traditional forms of
We believe that attendees of our therapy sessions are the happiest
and receive the best care when our staff members have an excellent
Benefits that we offer:
401k with a 3% nonelective contributionHealth insurance through
BCBS PPO (practice pays 50% of your premium)Practice-paid life,
short and long-term disability insuranceOption for dental and
Keywords: Balanced Awakening PC, Oak Park , Practice Office Coordinator, Administration, Clerical , Oak Park, Illinois
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