Job description

Love Discovery Institute is a growing group psychotherapy practice with location in Coral Gables. We are a unique specialty mental wellness center providing the highest level of family, couples and individual care focusing on cognitive, emotional wellness to our surrounding communities. Treating adults, teens and children.

We are recruiting for a multifaceted position of Admin Assitant/Client Care Coordinator which entails multiple responsibilities including client coordination and administrative duties.

You are a good match if you are:
Highly organized (know how to be organized on a computer not on a notes pad), tech savvy, warm personality, great communicator and likes to work.

The client care aspect of the work will ensure that both new and established clients are satisfied with their services. You will be speaking to clients and helping them understand our services, educating them on various processes, and organizing the calls appropriately for follow up tasks. There will be times where you will be on the phone while simultaneuosly managing a CRM or scheduling availability through our EHR. You will need to be quick on your feet and very comfortable managing multiple tasks at once.

As Admin, you would be in charge of overseeing various aspects of the company related to office systems and processes. The role ensures that all expectations tied to office functions are met and completed in a timely and accurate manner. Hired candidate will carry the responsibility to maintain all company policies, and oversee that all procedures are implemented and systems are utilized effectively on a daily basis.

The work requires a flexible attitude, quick thinking, and caring disposition. You will need to be efficient at navigating various systems, checking or processing payments, making decisions, and carry urgency through various situations. Organizational and solid computer skills are a must. Overall, you are responsible for being the bridge of communication between the patients and the providers.

Applicants should already come in proficient in scheduling software, managing calendars, and navigating various software including Microsoft Office Suite. Applicants must have strong customer service skills and should possess the ability to read a situations and solve problems proactively. Experience using Trello, Microsoft Teams, Intake Q is a Plus+++ Please include this in your cover letter.

This position offers varied responsibilities daily and a very nice office environment. Candidates for this position are friendly, energetic, self-motivated, and extremely detail-oriented, with excellent organizational and interpersonal skills. Must have excellent communication skills, the ability to multi-task, and exceptional phone manners.

This critical position requires someone who can be interrupted frequently, maintain an exceptional attitude, joyfully serve others and shares our belief that our clients come first.

RESPONSIBILITIES

Manage all daily office operations occurring within the company.

Liaison between client and therapist as needed, navigating issues that arise, ensuring all goals are being met.

Create and maintain a spreadsheet that ensure trackability such as tracking calls and emails.

Increase the efficiency of the offices’ systems and processes.

Assist with Telehealth implementations.

Client care coordinator, from giving client appointment to ensuring all forms are filled out that are needed for the therapist

Overseeing office needs.

Take all incoming referrals for new clients and promptly schedule them.

Follow up with all referral sources regarding the status of the appointment

Enter all new client information into our electronic health records systems accurately.

Maintain confidentiality.

Use systems to verify active insurance and related information

Schedule client’s first appointment with urgency.

Communicate with client in regards to what they should expect, what items to bring to their first appointment, etc.

Make appropriate selections/matches from client to clinician based on areas of specialization and expertise.

Make communication with client after the first appointment in order to ensure their needs were met and they were satisfied with their placement.

Organize and interact with various vendors or collaborators.

Build relationships with community partners to nurture a professional relationship

Reach out to community partners to ensure their satisfaction of our services

Utilize referral sources when clinicians are accepting new client; make phone calls to referral coordinators informing them of these openings

Reply to emails, write scripts, create forms.

Various other duties and make adjustments as needed such as social media management.

REQUIREMENTS

• Warm and inviting personality, excellent with phone communication
• Detail-oriented and organized in regards to following up with clients who are unreachable, etc.
• Driven by goals, able to work towards meeting goals without getting frustrated or giving up.
• Must have deductive reasoning skills and able to interpret charts and graphs-each client will be placed with a clinician based on that clinician’s area of expertise.
• Must be excellent at community outreach and building relationships in the community as well as with new organizations.
• Must carry excellent writing skills and be able to quickly synthesize information given or researched back on to paper.
• Ability to separate personal and work matters effectively.
• Responsibility to the work schedule and duties.
• Must be bilingual in English and Spanish

Additional Details

The Admin Assitant is expected to communicate with the President/CEO regularly.

In-office work in Coral Gables Miami

Background in business administration, or marketing a plus.

To apply please upload CV for consideration and indicate how much you are currently making

Full-Time job: Type: Full-time (min 30-40 hrs weekly)

Salary: $18.00 - $23.00 per hour - we are open to talking about this for the right person

Benefits: 401(k)

Schedule of our regular office hours:

Monday - Thur 9-7pm
Friday 9-6pm
Saturdays 9-3
Does not mean you'd be working Saturday but you may be on-call to take 1-3 calls if needed. We get very few calls on Saturdays.

Education:

Bachelor's (Preferred)

Experience:

Customer sales or relationship management: 4 years (preferred)

Microsoft Office: 2 years (Required)

Scheduling: 1 year (Required)