Virtual Administrative Assistant

Mindful Way Therapy is looking to hire a virtual administrative assistant to support our rapidly growing mental health practice. This role begins as a per diem position for the first 6 months while we assess call volume, referral flow, and administrative workload. After 6 months, we will evaluate the workload and may offer permanent hours based on need.

• Work from home
• All employees are entitled to the applicable laws in Washington (1 hour per 40 hours worked)

• Per-diem (as needed; paid for work performed), max of 15 hours per week; after 6 months, will evaluate workload for permanent hours.
• Generally available between 10am-4pm PST, Monday-Friday.

• Work from home-private/confidential space required
• $25/hour

• Serve as the first point of contact for incoming calls, voicemails, and emails.
• Conduct brief phone intakes and match clients to appropriate providers.
• Assist clients/clinicians with scheduling, rescheduling, and navigating our onboarding process.
• Track incoming referrals, gather necessary client information, and enter new clients into our Electronic Health Record (EHR).
• Send and monitor intake paperwork (consent forms, policies, assessment packets).
• Manage waitlists and coordinate openings with providers.
• Strong communication skills; warm, professional, clear, and patient.
• Highly organized, proactive, and comfortable managing multiple tasks.
• Able to work independently with minimal supervision once trained.
• Ability to maintain strict confidentiality and follow HIPAA guidelines.
• Prior experience working in a medical office setting.

• Prior experience working in a mental health office setting.
• Experience working with medical billing and insurance.
• Marketing/design, website management (for special projects)

Note:

In compliance with Seattle's Fair Chance Employment Ordinance, we do not inquire about criminal backgrounds in the hiring process.