OK Administrative Assistant

LAUREN TAYLOR LMFT MARRIAGE & FAMILY THERAPY PROFESSIONAL; United States; Remote; USD 23,000 - 32,000; Part time

Benefits offered by this job

Meaningful work

Growth opportunities

Collaborative team

Flexible schedule

Job summary

Rooted Survivors Therapy is hiring a warm Client Care Lead for front-of-house administration. You will guide new clients from inquiry to care start, coordinate scheduling, and support clinicians with day-to-day operations in a trauma-informed practice.

The role begins with one 7-hour shift per week at $20/hour, with potential to grow to ~4.5 shifts over time as client volume increases. Join a small, compassionate team focused on relational care.

Qualifications

• Strong written and verbal communication skills and a welcoming phone manner.
• Excellent organization, attention to detail, and follow-through.
• Comfort learning scheduling, charting, and practice management systems.
• Ability to handle sensitive client information with discretion and care.
• Experience in healthcare, behavioral health administration, customer service, or insurance support is a plus; familiarity with scheduling, billing, or electronic health record systems is helpful.

Responsibilities

• Answer and monitor the practice phone, voicemail, shared email inbox, and website inquiries. Route clinical or urgent concerns to the appropriate clinician.
• Track referral sources and each inquiry’s status, consultation, follow-up, and next step. Maintain waitlists and close the loop with prospective clients.
• Conduct initial consultations, explain the practice’s services and onboarding steps, and help clients understand scheduling, fee, and insurance processes.
• Make thoughtful therapist matches based on client goals, preferences, insurance, therapist specialties, and availability. Confirm the match with the clinician as needed.
• Send intake paperwork and reminders; check for completion, signatures, and required forms before the first appointment.
• Create and update charts with accurate contact, demographic, and administrative information. Upload and organize forms and records in the practice system.
• Verify insurance benefits, document verification details, and explain that benefit information is an estimate rather than a guarantee of payment.
• Schedule new and returning clients, coordinate clinician calendars, send appointment confirmations and reminders, and share telehealth or location details.
• Manage cancellations, reschedules, and missed appointments. Update calendars, notify clinicians, follow practice policies, and offer openings to waitlisted clients when appropriate.
• Support routine billing logistics according to practice procedures, such as discussing fees and balances, coordinating payment methods, sharing receipts or superbill information, and routing complex questions.
• Follow up with clients during onboarding to answer administrative questions, identify obstacles, and keep the transition into care moving.
• Handle records, release requests, and sensitive information securely and in line with practice procedures. Track signed releases and route clinical records requests for review.
• Support clinicians with scheduling changes and routine client communication. Keep shared calendars, inboxes, forms, and administrative workflows organized.
• When in-person services are offered, welcome and check in clients and help keep the client-facing space organized and ready for appointments.
• Support everyday practice operations such as monitoring supplies, preparing forms, coordinating mail or document handling, and completing follow-through tasks.

Skills

Communication skills

Organization

Scheduling software

Privacy & discretion

Healthcare admin experience

Job description

Client Care Lead

Front of House Administration | Rooted Survivors Therapy

Part-time, hourly | Starting at $20 per hour

Starting at one 7-hour shift per week, with the opportunity to grow to 32 hours (about 4.5 shifts) per week as the practice grows.

At Rooted Survivors Therapy, we believe good care is relational, trauma responsive, and grounded in the belief that people already hold roots of resilience within. Our practice supports survivors of trauma, crime, and relational abuse as they heal and rebuild their lives.

We are seeking a warm, organized Client Care Lead to guide each client’s first steps with our practice and keep the details moving behind the scenes. This is a front-of-house role for someone who cares about making people feel welcomed, supported, and well matched from their first conversation onward.

About the Role

You will lead client consultations and onboarding from first inquiry through the start of care. You will help prospective clients understand the process, connect them with an appropriate therapist, and coordinate the practical details that make beginning therapy easier. You will also be Lauren’s right hand for practice organization, client communication, and follow-through, while supporting the therapists with scheduling changes and day-to-day client needs.

Compensation and Growth

The starting rate is $20 per hour for one 7-hour shift per week. As the practice grows, the schedule is expected to expand up to 32 hours per week, or approximately 4.5 shifts. Growth in hours will follow practice needs and client volume.

What You’ll Do

• Answer and monitor the practice phone, voicemail, shared email inbox, and website inquiries. Respond to routine questions and route clinical or urgent concerns to the appropriate clinician.


• Track referral sources and each inquiry’s status, consultation, follow-up, and next step. Maintain waitlists and close the loop with prospective clients.


• Conduct initial consultations, explain the practice’s services and onboarding steps, and help clients understand basic scheduling, fee, and insurance processes.


• Make thoughtful therapist matches based on client goals, preferences, insurance, therapist specialties, and availability. Confirm the match with the clinician as needed.


• Send intake paperwork and reminders; check for completion, signatures, and required forms before the first appointment.


• Create and update charts with accurate contact, demographic, and administrative information. Upload and organize forms and records in the practice system.


• Verify insurance benefits, document verification details, and explain that benefit information is an estimate rather than a guarantee of payment.


• Schedule new and returning clients, coordinate clinician calendars, send appointment confirmations and reminders, and share telehealth or location details.


• Manage cancellations, reschedules, and missed appointments. Update calendars, notify clinicians, follow practice policies, and offer openings to waitlisted clients when appropriate.


• Support routine billing logistics according to practice procedures, such as discussing fees and balances, coordinating payment methods, sharing receipts or superbill information, and routing complex questions.


• Follow up with clients during onboarding to answer administrative questions, identify obstacles, and keep the transition into care moving.


• Handle records, release requests, and sensitive information securely and in line with practice procedures. Track signed releases and route clinical records requests for review.


• Support clinicians with scheduling changes and routine client communication. Keep shared calendars, inboxes, forms, and administrative workflows organized.


• When in-person services are offered, welcome and check in clients and help keep the client-facing space organized and ready for appointments.


• Support everyday practice operations such as monitoring supplies, preparing forms, coordinating mail or document handling, and completing follow-through tasks.

Who Thrives Here

You might be a great fit if you:

• Bring warmth, steadiness, and care to conversations with people seeking support.


• Are highly organized, dependable, and comfortable keeping several follow-ups moving at once.


• Communicate clearly and kindly, including when clients are navigating stressful logistics.


• Enjoy connecting people with the right support and helping a small practice run smoothly.


• Value confidentiality, professionalism, and a trauma-responsive approach to client care.

Qualifications

• Strong written and verbal communication skills and a welcoming phone manner.


• Excellent organization, attention to detail, and follow-through.


• Comfort learning scheduling, charting, and practice management systems.


• Ability to handle sensitive client information with discretion and care.


• Experience in healthcare, behavioral health administration, customer service, or insurance support is a plus; familiarity with scheduling, billing, or electronic health record systems is helpful.

What We Offer

• A meaningful role supporting clients as they begin care.


• A starting schedule of one 7-hour shift each week, with room to grow as the practice expands.


• A collaborative working relationship with the practice owner and clinicians.


• An opportunity to help shape the systems and client experience of a growing practice.

About Rooted Survivors Therapy

Rooted Survivors Therapy is a trauma-responsive practice dedicated to helping survivors rebuild safety, identity, and strength after abuse and relational trauma. Our work is grounded in compassion, empowerment, and the belief that healing is possible when people are supported by clinicians who genuinely care.