Clinical Support Specialist (Virtual Assistant)

Job Title: Clinical Support Specialist (Virtual Assistant)

Overview:
Seeking a highly organized, skilled, and proactive individual to assist the founder of a private
psychology practice. This position will primarily involve administrative tasks, social media management,
managing client communications, and assisting with various office duties. The ideal candidate
will be detail-oriented, tech-savvy, and capable of working independently in a remote setting.

Work Environment:
– This is a remote, full-time position scheduled to work Monday-Friday. Flexible scheduling
is available with prior approval.
– Work independently in a remote location with consistent access to internet.
– Regular communication is expected and will be conducted via email, phone, and
virtual meetings.

Job Responsibilities:
1. Administrative and Billing Support:
– Manage email correspondence, respond to general inquiries, and prioritize email
messages.
– Assist with the implementation and maintenance of billing systems and
procedures to streamline processes and improve efficiency.
– Follow up with clients regarding outstanding payments and resolve any billing
discrepancies or issues.
– Monitor, answer, and place virtual phone calls on the business line, serving as the
initial point of contact. This involves promptly answering incoming calls, screening and
transferring calls as appropriate, and taking detailed messages when necessary.

2. Scheduling and Calendar Management:
– Coordinate appointments and schedule client sessions using an online scheduling
system.
– Manage the psychologist’s calendar, schedule meetings, and block off time for
administrative tasks.
– Send appointment reminders to clients via email or text message.

3. Client Communication:
– Serve as the primary point of contact for clients, addressing inquiries and scheduling
requests.
– Provide information about services, fees, and office policies to prospective and
existing clients.
– Maintain confidentiality and professionalism in all client interactions.

4. Tech Support and Virtual Office Management:
– Troubleshoot technical issues related to software and other virtual office tools.
– Assist with setting up and managing virtual meetings, webinars, and teletherapy
sessions.
– Ensure that the psychologist’s virtual office space is organized, functional, and
conducive to productive work.

5. Marketing and Social Media:
– Assist with updating and maintaining the practice website, blog, and social media
platforms.
– Help develop and implement marketing strategies to attract new clients and promote
services.
– Monitor online reviews and feedback, and respond to inquiries or comments as
needed.

Job Skills & Qualifications:
– Previous experience as a virtual assistant, administrative assistant, or office manager
preferred.
– Familiarity with virtual office tools such as video conferencing software, scheduling
platforms, and practice management software.
– Excellent communication skills, both written and verbal, with a professional and
friendly demeanor.
– Strong organizational skills and attention to detail, with the ability to prioritize tasks and
manage time effectively.
– Tech-savvy and proficient in using computers, digital communication tools, and
productivity software.
– Knowledge of mental health terminology, ethics, and confidentiality requirements
preferred but not required.