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Practice Office Coordinator

Company: Balanced Awakening PC
Location: Oak Park
Posted on: September 20, 2022

Job Description:

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 initiatives.

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 list.
--- 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 Chicago).
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.

Responsibilities:
--- 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 efficiency
--- 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

Qualifications:
--- 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 preferred.
--- Proven track record of being detail- and process-oriented, as well as self-directed (able to work independently with minimal supervision)
--- Advanced organizational skills to efficiently prioritize and complete a variety of tasks
--- Prior experience in a patient or client-facing support position
--- Excellent written and verbal communication skills. Comfortable answering phone calls, talking with potential and current clients, and representing Balanced Awakening with compassion and professionalism.
--- 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

About Company:
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 psychotherapy.

We believe that attendees of our therapy sessions are the happiest and receive the best care when our staff members have an excellent work-life balance.

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 vision insurance

Keywords: Balanced Awakening PC, Oak Park , Practice Office Coordinator, Administration, Clerical , Oak Park, Illinois

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