Clinic Administrative Assistant

Mindfully•Westminster, CO

3d•$20 - $20

About The Position

Ignite Counseling Colorado provides accessibility to expert mental health care with specialized treatment for OCD, Trauma and Addictions concerns. We have talented therapists at a variety of price points, group and workshop offerings into the community, Opportunity to master's students for a meaningful clinic internship experience and expertise in helping other mental health therapists grow their businesses. The Admin Assistant will work directly under the Client Care Specialist & Clinic Administrator to ensure that essential administrative and operational tasks are completed accurately and on time. This person will manage a variety of responsibilities including office maintenance coordination, scheduling support, client intake assistance, document management, and administrative task execution. The Admin Assistant will serve as a reliable operational backbone, handling both routine tasks and special projects that contribute to the overall efficiency of the practice.

Requirements

Skilled in working independently and implementing effective time management strategies
Aligned with Ignite Counseling Colorado mission, vision, and values
Previous experience in an administrative or office management role, preferably in a healthcare setting
Knowledge of Ignite Counseling Colorado client experience goals and commitment to client satisfaction
Must be punctual and reliable in reporting to work
Reliable transportation and ability to commute to Ignite’s offices in Colorado
Highly organized and detail-oriented with ability to manage multiple priorities
Be a team player with strong ability to work independently on assigned tasks
Have strong written and verbal communication skills and solid interpersonal skills
Social justice oriented and committed to practicing anti-racism work
Creative, engaged in doing good work, and excited by furthering our mission to increase accessibility to quality mental health services
Ability to take direct and constructive feedback and implement improvements
Ability to work with confidential information and maintain HIPAA compliance
Willingness to learn new software systems and practice management tools
Problem-solving mindset with flexibility to adapt to changing priorities

Responsibilities

Office Operations & Maintenance Coordinate with landlord and service providers regarding office maintenance, repairs, and facility issues
Prepare and maintain meeting spaces including printing materials, setting up rooms, and conducting technology checks
Manage office supply ordering and inventory using established purchasing guidelines
Check and process office mail daily, including payment processing and scanning documents for distribution
Handle local errands and on-site administrative tasks as assigned
Troubleshoot and coordinate resolution of office technology issues including internet and power connectivity
Client Intake & Care Support Serve as back support to Client Care Specialist and Office Administrator for:
Scheduling across the Ignite family of businesses under direction of leadership
Maintain office usage and room scheduling calendars
Assist with scheduling coordination for leadership meetings and appointments
Assist with screening and scheduling information for group therapy enrollment
Help coordinate group therapy enrollment processes including client communication and document preparation
Support intake call management under supervision of Client Care Specialist
Assist with insurance verifications and benefits checking as trained
Respond to client inquiries and provide basic practice information as directed
Pull outage backup client roster and maintain client contact information as needed
Administrative & Document Management Process sliding scale applications and update client accounts with verification information
Create and send Good Faith Estimates to self-pay clients as directed
Assist with medical records requests and document scanning
Maintain organized filing and document management systems
Stay highly organized with strong attention to detail in prioritizing multiple projects independently
General Administrative Duties Perform other duties assigned by Client Care Specialist & Clinic Administrator or leadership as needed
Handle professional communication with colleagues, team members, and community partners
Provide support on special projects and initiatives
Take initiative in identifying process improvements and operational efficiencies
Support billing and administrative coordination tasks as trained