About Us Full Being Services is a therapist-owned mental health practice dedicated to providing compassionate, holistic care to our clients. We believe that healing begins with human connection, and that includes the first voice a client hears when they reach out to us. We're looking for a reliable, responsible, detail-oriented Office Manager to keep our operations running smoothly, warmly welcome our clients, and provide top-notch administrative support to our team of therapists.
Essential Duties and Responsibilities
Big Picture:
Take initiative and ownership of administrative workflows, remaining solution-focused
Close all loops no questions, requests, or tasks left unresolved.
Update client charts, records, and therapists promptly.
Respond to clients professionally and warmly, whether in person, by phone, or via email.
Communicate with therapists and supervisors in a timely, organized manner so all parties have the information they need.
Direct Responsibilities:
Reception & Client Communication
Answer and return phone calls & emails promptly; check and respond to voicemails throughout the day.
Greet clients in person and make them feel welcome upon arrival.
Guide potential clients through scheduling their first session using established scripts and guidelines.
Address client questions or concerns with empathy, clarity, and professionalism.
Confirm upcoming appointments via phone, email, or text to minimize no-shows.
Scheduling & Coordination
Manage therapist schedules in the Electronic Health Record (EHR) system (e.g., TherapyNotes).
Adjust schedules and coordinate changes as needed to maintain efficiency and client satisfaction.
Track and confirm client insurance verification prior to scheduled appointments.
Administrative & Office Management
Monitor shared inbox(es) and respond to emails in a timely manner, confirming receipt when appropriate.
Maintain organized and accurate digital and physical records, including intake forms, treatment plans, and insurance documentation.
Prepare and update office forms, templates, and standard operating procedures as needed.
Keep office supplies stocked and maintain a clean, welcoming environment.
Coordinate with vendors, billing staff, and other external contacts when necessary.
Requirements
High school diploma (BA preferred)
Excellent communication and customer service skills, both in person and over the phone
Prior experience in office administration, reception, or coordination (mental health or healthcare setting preferred)
Technically savvy, with experience using Google Workspace and EHR systems (TherapyNotes a plus)
Strong problem-solving and critical-thinking skills
Detail-oriented and organized, positive attitude Proactive, responsive, solution-focused, and reliable