Psychotherapy Practice Administrator

Thriving NYC psychotherapy practice seeks a part-time (with potential for full-time) virtual Psychotherapy Practice Administrator. This role is responsible for the daily administrative and operational tasks of the practice, ensuring smooth functioning and supporting the director, therapist team, and clients. Salary $25-$35/hr. Seeking professional with an associate’s, bachelor’s or higher, who exhibits positive energy, cultural sensitivity, ethic of care, ambitious learner, openness to feedback with a strong sense of accountability.

Responsibilities:

• Intake Coordination:
  • Manage client intakes from various sources (website forms, Google Calendar, direct referrals).
  • Schedule intake calls and first appointments.
  • Maintain and update the intake spreadsheet and Google Calendar.
  • Follow up with clients and therapists as needed (confirmations, information requests, consultation follow-ups).
  • Manage the client waitlist.
• Website Maintenance:
  • Update therapist profiles.
  • Manage the team member list (adding/removing profile pages).
• Office Maintenance:
  • Stock office supplies (paper goods, printing materials, etc.).
  • Maintain office equipment.
  • Ensure office cleanliness.
• Social Media Coordination:
  • Coordinate with the team for Facebook monitoring.
  • Manage and update the Instagram account.
• Administrative Tasks:
  • Handle scanning, copying, and printing.
  • Gather and organize information (client trends, insurance coverage)
• Billing/Scheduling:
  • Manage payments and resolve billing issues (auto-run failures, insufficient funds).
  • Generate superbills (corrections, special requests).
  • Track unpaid debt.
  • Assist clinicians with administrative corrections.
  • Submit superbills to insurance on behalf of clients.
• Collaboration/Leadership:
  • Facilitate group meetings on operational topics or areas of special interest
  • Share ideas and suggestions with the team.
  • Contribute to team organization and culture.
  • Potentially develop projects of interest (e.g., DEI initiatives).
• Curriculum Development, staff handbook and organizational systems development
  • Under supervision of Clinical Director, develop online curriculum for onboarding and training new staff members.
  • Continue to develop and update 

Required Skills & Qualifications:

• Strong communication and interpersonal skills: Excellent ability to interact with clients, colleagues, and external parties, exhibiting positive energy, cultural sensitivity, ethic of care with strong sense of maturity, opennes to feedback and team accountability.
• Organizational and time management skills: Effectively managing schedules, documentation, and multiple tasks. 
• Knowledge of and interest in mental health processes and services: Familiarity with various mental health conditions, treatment options, and support systems. 
• Proficiency with software: Google Workspace, Gusto, Simple Practice,  and social media. 
• Computer proficiency: Ability to use electronic health records (EHR) and other relevant software. 
• Strong attention to detail: Accuracy in documenting client information and ensuring proper procedures are followed. 
• Empathy and compassion: Ability to connect with clients and provide a supportive and understanding environment. 

Educational Background & Experience:

• Associate’s or Bachelor’s degree in a related field: Such as social work, psychology, counseling, or health administration. 
• Relevant experience: Previous experience in healthcare, particularly in mental health or related settings is desirable, but not required.