Mental Health Scribe and Administrative Assistant

Job Title: Mental Health Scribe and Administrative Assistant (Short-Term with Potential for Full-Time)

Hours: 30-40 hours per week
Salary: Negotiable, based on experience and qualifications

About Us:
I run a sole mental health practice committed to providing personalized and compassionate care to adults 18+ with a focus on Asian American and LGBTQ+ communities, particularly in the areas of grief and trauma. My practice is currently at an exciting stage of growth and transition, and I am looking for a dedicated and detail-oriented individual to join me as a Mental Health Scribe and Administrative Assistant. This role is initially offered as a short-term position, with guaranteed work from September to December, covering for an employee on medical leave. However, there is strong potential for the role to evolve into a full-time position as the practice continues to expand.

Position Overview:
As a Mental Health Scribe and Administrative Assistant, you will be an integral part of the practice, providing accurate and timely clinical documentation, assisting with administrative tasks, and ensuring effective communication with clients. Additionally, as the practice grows, your strong writing skills will be essential for assisting with the preparation of reports and psychological evaluations for court. This is an excellent opportunity for someone with a background in psychology, who is looking to expand their experience in the mental health field, and who is interested in the possibility of a long-term role.

Key Responsibilities:

Scribe Duties:

Accurately document therapy sessions and progress notes using our electronic health record system.
Ensure all documentation is completed within designated timeframes (72 hours).
Review AI-generated notes, correct any inaccuracies, and ensure alignment with DSM-5 diagnoses and therapy interventions.

Administrative Duties:

Manage email communications with clients, responding promptly and professionally within the day. Handle minor billing tasks, including verifying insurance information and processing payments.
Assist with scheduling appointments, managing multiple calendar systems and Electronic health record systems.

Additional Duties:

Assist in preparing psychological evaluations and court reports as the practice grows.
Provide general administrative support to ensure the smooth operation of the practice.

Qualifications:

Background in Psychology is highly desirable.
Strong written and verbal communication skills are essential.
Knowledge of HIPAA and compliance standards.
Preferred: HIPAA certification or willingness to complete it before hiring. The company will cover the cost of training and the time spent on the course.
Ability to work independently and manage deadline effectively.
Attention to detail and accuracy in documentation.
Familiarity with electronic health records (EHR) systems is a plus.
Experience with administrative tasks in a healthcare setting is a bonus.
Familiarity with medical billing codes preferred but can be trained this is not a big part.
Must be open to undergoing advanced background checks to ensure confidentiality.


Work Schedule and Flexibility:

The practice operates Monday to Friday, U.S. Pacific Standard Time (PST). While the role offers flexibility, as most tasks are administrative and not client-facing, it's essential to promptly manage and respond to emails within the same day. The office hours are from 9:00 a.m. PST, and you are expected to maintain a consistent schedule for at least half of your work hours daily to ensure timely email responses. You can specify your preferred hours for handling client communications each day. Please provide this in your cover letter email.


Why Join Us?

This role offers more than just a job—it’s a unique opportunity to gain a deep understanding of the inner workings of the healthcare system and the intricacies of running and scaling a private practice. If you have an entrepreneurial spirit, you’ll truly enjoy this role, as you’ll learn valuable systems and processes while actively contributing to the growth of the practice. You will work closely with a seasoned mental health professional, gaining insights into both the clinical and operational aspects of the practice. As we continue to grow, you’ll be at the forefront of exciting developments in mental health care, including the expansion into psychological evaluations and court report preparation. Your contributions will be vital to our success, and you’ll gain invaluable experience that can propel your career forward. If you have a background in psychology, this role will directly align with your education, offering exceptional training to enhance your skills and deepen your understanding of diagnoses, symptoms, and behaviors.

Benefits:

Salary (negotiable based on experience).
Opportunity to work closely with a seasoned mental health professional and gain valuable experience in the field.
Flexibility in work schedule - The company recognizes and observes local holidays in the Philippines.
Professional development opportunities, especially in writing and documentation for clinical/ legal contexts.


Commitment and Communication:

This is a short-term role with guaranteed work for the next 4 months, during which time your full commitment is essential. The position is intended to cover for an employee on medical leave, but with the growth of the practice, there is a significant potential for this role to become full-time. While I am optimistic about the expansion of the practice, I want to be transparent that this transition period is crucial, and I cannot guarantee work beyond the 4-month period, although that is my overall plan.

I am seeking someone who is serious, reliable, and committed to contributing to the practice during this critical time. If you advance to the final stages of the hiring process, it will be your responsibility to ensure that you fully understand the position, the expectations, and the commitment required. If, during the initial 1 to 2 weeks of training, you have any doubts or concerns about your ability to fulfill the role, please communicate those immediately. It is far better to address any issues upfront than to leave the position abruptly, as your role is vital to the smooth operation of the practice during this period.

How to Apply:
Please submit your resume and a cover letter detailing your experience, interest in the role, and how you see yourself contributing to the practice. In your cover letter, please also indicate whether you are willing and able to work beyond the initial 4-month period, should the opportunity arise. Additionally, I ask that you be transparent about your current employment status and what your work situation might look like beyond the initial 4 months if you are hired. This will help me better understand your availability and potential long-term commitment.

I look forward to reviewing your application and potentially working together to support the growth of this practice.