Part‑Time Practice Manager / Executive Assistant – 15–20 hrs/wk – Mostly remote

Part-Time Practice Manager & Administrative Assistant – 15 - 20 hrs/wk – Remote (Seattle area)

About the Role: Waypoint Wellness seeks a Practice Manager / Executive Assistant to support a dual-office clinical therapy practice and coordinate with TrueBearing Academy. You'll manage scheduling and operations for the Senior Psychologist, ensuring smooth clinical workflows and responsive patient communication. Mostly remote with monthly in-person visits to our Madison Valley office.

Key Responsibilities

Scheduling & Adminstrative

• Manage clinical and administrative schedules across two practice locations and coordinate teaching, travel, and speaking engagements
• Handle patient onboarding, intake logistics, and scheduling adjustments via email with occasional phone contact
• Optimize appointment flow using automated scheduling systems
• Process client invoicing workflows, confirmations, and follow-ups
• Provide administrative support: document handling, scanning, data organization, inventory tracking
• Serve as administrative liaison between Waypoint/Arete Resources and TrueBearing Academy
• Support special projects (program launches, group scheduling etc.)

Compliance & Systems

• Use digital health platforms in HIPAA-compliant manner, maintaining strict PHI confidentiality
• Track compliance deadlines (licenses, annual reports, fees) with leadership guidance
• Identify opportunities to improve administrative efficiency

Schedule

• 15–20 hours weekly; early morning (Pacific) availability for schedule changes required; afternoons for follow-up and coordination
• In-person: approximately once monthly for scanning, inventory, errands

Qualifications

Required

• Healthcare practice management, clinical administration, or professional services with significant scheduling responsibility
• Strong multi-calendar management skills and HIPAA knowledge
• Excellent written communication and ability to work independently
• High attention to detail and follow-through

Preferred

• Mental health practice experience (front desk, care coordination, practice manager)
• Executive/senior clinician scheduling experience
• PracticeQ or comparable EHR familiarity
• Mac ecosystem comfort; AI tool experience (Claude, etc.)

Tools Google Workspace, Asana, EHRs (PracticeQ preferred), Mac environment

Compensation $28-40/hour; 1099 independent contractor

To Apply Send to [email]:

• Brief introduction (2–3 paragraphs): relevant experience and schedule fit
• Resume (PDF)
• Short answers:
• Healthcare/professional scheduling experience and tools used?
• Mental health practice experience (if any)?
• Can you visit Seattle monthly in-person?

Pay: $28.00 - $40.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Seattle, WA 98112