Job Description

About the Virtual Assistant position

We are looking for a reliable and sales-minded Virtual Assistant who can support our clients and staff in a variety of tasks. Administrative, reception and client care tasks include answering clinic phones and scheduling appointment requests, reschedules and cancellations, connect with referring providers (doctors, dietitians, psychiatrists etc.), support in basic marketing efforts including content creation and fax campaigns, as well as supporting with tracking team metrics for performance, client satisfaction and lead generation. Our Virtual Assistant will aid in the efficiency of our day-to-day operations. 

The Virtual Assistant will have excellent oral and written communication skills. This individual will be sales minded and able to convert inquiries into established clients through a variety of methods including phone calls, texts and emails. This person will demonstrate compassion for clients reaching out for support and understand the vulnerability it takes to ask for help. The Virtual Assistant will be organized, efficient and able to take initiative on projects and proactively ask for support as needed. Familiarity in the mental health industry is a bonus. 

This position will start as part-time with the option to move into a full-time position as the organization grows and based on performance.

Administrative Assistant responsibilities are:

• Reception
  • Answers clinic phone, compassionately converting new patient appointment requests to scheduled appointments

• Client Care
  • Schedule appointments for clients and clinicians as needed 
  • Aid with rescheduling/cancellations and calling out procedures for clinicians
  • Complete benefits checks and preauthorization phone calls for new clients
  • Track and support clinicians with maintaining of policies and procedure including cancellations, no shows and reschedules.
  • Generates Authorizations to Exchange Information/Release of Information for patients and all of their providers
  • Outreaches each patient's other providers offering to coordinate care
  • Handles client escalations as appropriate
• Marketing
  • Generates marketing materials such as brochures
  • Distributes marketing materials via fax, email, and mail
  • Sets up network marketing meetings between referring providers and ARMH Marketing Team Members
• Metrics
  • Tracks intake metrics such as leads received, leads converted, etc
  • Tracks clinician caseloads ensuring all clinicians are full
  • Schedules new appointments for projected clinician schedules in upcoming weeks
  • Monitors, manages and updates all metrics spreadsheets including performance management, intake, client satisfaction etc. 
• Administrative
  • Facilitates communication around administrative processes and policies with team members 
  • Supports with onboarding and off-boarding of staff members including collecting paperwork, answering questions and ensuring completion of tasks
  • Other duties as assigned

Administrative Assistant requirements are:

• High School degree or equivalent

• Significant experience with office management systems and procedures

• Background in sales and sales-minded attitude

• Practical experience with Google Suite, and Canva and can easily learn new software programs to aid in position (Spruce, Simple Practice etc)

• Strong time management and problem solving skills with the ability to prioritize work

• Outstanding written and verbal communication skills, with close attention to detail

• Strong organizational skills with the ability to multi-task

• Previous experience as an administrative or virtual assistant is preferred

ARMH is a Woman-Owned, LGBTQ+ Affirming, Trans Safe Space, HAES/Weight Inclusive and Anti-Racist organization. 

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