Virtual Assistant

$33,280 - $37,440/Yr

Unclassified - Westminster, CO

Part-time - Entry Level

Westminster, CO

About the position

We are looking for a reliable and sales-minded Virtual Assistant who can support our clients and staff in a variety of tasks. The role encompasses administrative, reception, and client care tasks, which include answering clinic phones and managing appointment requests, reschedules, and cancellations. The Virtual Assistant will also connect with referring providers such as doctors, dieticians, and psychiatrists, and support basic marketing efforts including content creation and fax campaigns. Additionally, the assistant will help track team metrics related to performance, client satisfaction, and lead generation. This position is crucial for aiding the efficiency of our day-to-day operations. The ideal candidate will possess excellent oral and written communication skills and will be sales-minded, capable of converting inquiries into established clients through various methods including phone calls, texts, and emails. Compassion for clients seeking support is essential, as is an understanding of the vulnerability involved in asking for help. The Virtual Assistant should be organized, efficient, and proactive in taking initiative on projects while also being comfortable asking for support when needed. Familiarity with the mental health industry is considered a bonus. This position will start as part-time with the potential to transition into a full-time role as the organization grows and based on performance.

Responsibilities

• Answer clinic phones and compassionately convert new patient appointment requests to scheduled appointments.
• Schedule appointments for clients and clinicians as needed.
• Aid with rescheduling/cancellations and call out procedures for clinicians.
• Complete benefits checks and preauthorization phone calls for new clients.
• Track and support clinicians in maintaining policies and procedures including cancellations, no shows, and reschedules.
• Generate Authorizations to Exchange Information/Release of Information for patients and their providers.
• Outreach to each patient's other providers to offer coordination of care.
• Generate marketing materials such as brochures and distribute them via fax, email, and mail.
• Set up network marketing meetings between referring providers and ARMH Marketing Team Members.
• Track intake metrics such as leads received and leads converted.
• Track clinician caseloads ensuring all clinicians are full.
• Schedule new appointments for projected clinician schedules in upcoming weeks.
• Monitor, manage, and update all metrics spreadsheets including performance management, intake, and client satisfaction.
• Facilitate communication around administrative processes and policies with team members.
• Support onboarding and off-boarding of staff members including collecting paperwork, answering questions, and ensuring task completion.
• Perform other duties as assigned.

Requirements

• High School degree or equivalent.
• Significant experience with office management systems and procedures.
• Background in sales and a sales-minded attitude.
• Practical experience with Google Suite and Canva, with the ability to learn new software programs (Spruce, Simple Practice, etc.).
• Strong time management and problem-solving skills with the ability to prioritize work.
• Outstanding written and verbal communication skills, with close attention to detail.
• Strong organizational skills with the ability to multi-task.
• Previous experience as an administrative or virtual assistant is preferred.

Nice-to-haves

• Familiarity in the mental health industry is a bonus.