Office Assistant

Overview

We are seeking a detail-oriented and proactive Office Assistant to support the daily operations of our small mental health clinic. This role requires excellent organizational skills, confidentiality, and the ability to assist both clients and clinic leadership in a professional and supportive manner. The Office Assistant will handle administrative duties, client interactions, scheduling, and executive support to ensure smooth clinic operations.

The Office Assistantplays a key role in supporting the daily operations of Down to Earth Counseling. This position serves as the first point of contact for clients, supports the President and team with administrative tasks, and helps ensure the office environment is organized, welcoming, and running smoothly. The role requires strong organizational skills, professionalism, discretion, and a compassionate approach to client care in a mental health setting.

• Maintain and update the President’s Outlook calendar, adding appointments, events, and key deadlines.
• Track and maintain an accurate list of the President’s availability to support scheduling needs.
• Maintain and update the President’s contract data spreadsheet with essential details.
• Organize, track, and properly document checks received by the President, ensuring accurate filing and records.

• Track office, administrative, and cleaning supplies and place orders as needed to ensure availability.
• Maintain and organize physical and digital files for easy access and accuracy.
• Maintain and update the office calendar, including events and cancellations.
• Ensure the office environment remains clean, organized, and welcoming throughout the day. This includes routine tasks such as tidying common areas, Swiffering or vacuuming as needed, and ensuring trash is removed promptly and not left unattended.

• Greet and welcome clients into the office, creating a calm, supportive, and professional environment.
• Manage client communication through
  
  Simple
  
  Practice, including phone calls, messages, and emails, ensuring timely and accurate responses.
• Schedule client appointments, manage cancellations, and resolve conflicts using
  
  Simple
  
  Practice.
• Respond to new client inquiries viaSimple
  
  Practice, the website, phone, or email, and coordinate initial consultations.
• Complete the new client onboarding process inSimple
  
  Practice, including waitlist management, insurance details, and scheduling.
• Provide clients with clear information regarding services, session fees, and clinic policies.
• Handle all client information confidentially and in compliance with HIPAA and other applicable privacy regulations.

• Fax client documentation and maintain accurate records.
• Maintain accurate client records, including medical forms, consent forms, and session documentation, within
  
  Simple
  
  Practice.
• Fax or send required paperwork through
  
  Simple
  
  Practice for clients to complete as needed.
• Organize and update referral lists for other businesses and clinicians for client recommendations.
• Generate reports from Simple Practice as requested (appointment schedules, aging insurance claims, client waitlists,, etc.) and provide them in a clear format to support operational and administrative needs.

• Manage client billing processes, including generating and sending invoices and processing client payments.
• Submit insurance claims andtrack their status, maintaining awareness of outstanding and aging claims.
• Proactively follow up on insurance claims and work toward resolving claims within
  30 days whenever possible, identifying issues such as missing information, denials, or payer delays.
• Review payment records to ensure insurance and client payments received align with submitted claims and invoices, and flag discrepancies for follow-up.
• Communicate with insurance providers to support timely claim processing and issue resolution.
• Respond to client billing and insurance questions in a clear, professional, and supportive manner.
• Work collaboratively with clinical staff to confirm documentation needed for accurate billing and…