Client Intake - Operations Assistant

Soar Therapy and Integrated Wellness•Springfield, VA

3d•Onsite

About The Position

Soar Therapy & Integrated Wellness is seeking a confident, steady professional who takes initiative naturally and wants to grow within a structured, mission-driven clinical environment. This role is best suited for individuals who are proactive, confident communicators, and comfortable leading client interactions. This is not an entry-level front desk position. We are looking for someone who enjoys administrative and operational work, thrives in organized systems, and is ready to take ownership of client care processes, clinic organization, and light marketing initiatives. The ideal candidate is proactive, emotionally mature, dependable, and able to maintain structure and composure in an active clinical setting. Most importantly, this role requires a reliable and dependable person. We are seeking a professional who takes their responsibilities seriously, shows up consistently, arrives on time, and can be trusted to maintain structure and continuity within the clinic.

Requirements

Associate's or Bachelor's degree (Business Administration, Healthcare Administration, or related field preferred)
Proven 2 years of experience in administrative or clinic coordination.
Strong attendance history and punctuality
High computer fluency and comfort with CRM systems
Familiarity with Google Workspace and Excel spreadsheets
Experience using Canva
Strong written and verbal communication skills
Ability to prioritize efficiently in a structured, active environment
Comfortable discussing pricing and clinic policies confidently

Nice To Haves

Experience in private practice, boutique healthcare, or wellness settings preferred
Desire for growth and development
Spanish fluency preferred

Responsibilities

Manage provider schedules accurately and strategically
Drive the intake process from first contact to conversion
Conduct follow-up calls with new clients after their first appointment
Communicate clinic policies clearly and confidently
Maintain professional boundaries at all times
Conduct chart audits to ensure all documentation is present in the client's chart and meets compliance requirements
Maintain organized systems and structured workflows
Create event flyers, slide decks, and other digital content
Support light social media posting
Assist with workshop promotion and event coordination
Prepare materials for provider outreach
Support community events and special initiatives
Move efficiently between our EHR, CRM system, and Google Workspace
Identify workflow gaps and propose solutions
Collaborate effectively with billing
Maintain front desk and clinic environment standards
Able to work independently