Mental Health Practice Assistant at Potentials

Job Overview
Potentials is a collaborative mental health practice comprised of six independent clinicians, each operating their own billing and scheduling systems. We are seeking a part-time Mental Health Practice Assistant to support client intake, scheduling, and administrative functions. This role is 20 hours per week (four hours per day, Monday through Friday), with flexible scheduling during business hours. The position is primarily remote, with occasional in-office tasks as needed.

Duties

• Client Intake & Communication: Serve as the primary contact for prospective clients, providing professional and compassionate responses to inquiries received via phone, email, and website forms. Screen potential clients and offer detailed information about services. Answer phone calls during business hours to ensure clients reach a knowledgeable representative.
• Data Entry & Record Management: Accurately record referral information in the Referral Log using Google Suite tools.
• Service Knowledge: Acquire a comprehensive understanding of each clinician’s areas of specialization and the services offered by the practice.
• Scheduling: Coordinate and schedule appointments with the appropriate provider, matching client needs to clinician expertise.
• Follow-Up Outreach: Conduct up to two follow-up contacts with prospective clients who have not responded to initial outreach.
• New Client Setup: Enter required information for new clients into Simple Practice, including collection and recording of payment details.
• Billing & Invoicing: Assist with sending invoices for copays and other charges as needed.
• Client Communication: Communicate with clients on behalf of clinicians for matters such as appointment changes, cancellations, or payment updates.
• Internal Communication: Promptly notify clinicians of cancellations or other significant client developments via email or chat.
• Phone System Proficiency: Learn and utilize OpenPhone/Quo phone systems in daily operations.
• EMR Software Experience: Proficiency with Simple Practice is preferred; training will be provided as necessary.
• Special Projects: Participate in additional tasks related to marketing, public relations, and office enhancements as time permits.

Experience

• Strong communication, customer service, and organizational skills.
• Ability to maintain client confidentiality and demonstrate professionalism and sensitivity in all interactions.
• Self-motivated, reliable, and able to establish rapport with clients.
• Residence in the Wilmington area is required.
• Interest in psychology, clinical social work, or mental health is encouraged.
• Spanish language proficiency is a plus.

Pay: $25.00 - $30.00 per hour

Work Location: Hybrid remote in Wilmington, NC 28401