Administrative Services Professional for High Energy Therapy Office

Job Summary


Our growing counseling practice seeks an energetic, self-disciplined, organized, effective problem-solver to support our team in responding to new clients’ inquiries about our services, scheduling new clients, and collaborating with our clinical staff. A strong emphasis on operational efficiency and outstanding client care is essential to the success of this role.




Our Ideal Candidate:

  • is a friendly, effective, and efficient communicator
  • is highly organized
  • is detail-oriented
  • is able to balance multiple and competing tasks
  • is compassionate
  • has strong computer skills to effectively learn and utilize multiple software platforms simultaneously
  • is poised and professional, even under pressure
  • enjoys a fast-paced environment with friendly staff
  • has professional experience in a high-energy office, preferably in the medical or mental health field


Client Intake Responsibilities include:

  • Following established intake process to successfully and smoothly onboard new clients
  • Responding to client intake calls and contact forms within 24 hours
  • Advising potential clients on therapy process and therapists’ personality/expertise
  • Extensive use of project management software to ensure timely follow up with intakes
  • Maintaining the client intake log based on practice guidelines
  • Ensuring all intake forms are completed and uploaded to our electronic health records (EHR) system


Records Documentation Responsibilities include:

  • Sending new client intake documents, ensuring that correct form is sent and completed in full, with necessary signatures
  • Uploading all intake and supplementary documents to new and existing clients, noting any missing or needed documentation, so clinical/administrative staff can ensure completion
  • Noting missing and incomplete documents in Project Management Tool and update tasks and due dates, as needed
  • Checking EHR calendar each day and sending reminders to complete missing documentation to clear alerts
  • Documenting HMO authorization requests for additional sessions in our Project Management Tool, and ensuring completion prior to next session
  • Responding to inquiries by staff and clients regarding documentation
  • Other duties as needed/assigned


Please send your resume and cover letter to and apply here.