Description

Job Title: Administrative Assistant

Location: 3033 Excelsior Blvd, Minneapolis, MN 55416

Professional Area: Ketamine Assisted Psychotherapy Practice 

Job Summary:

As the Administrative Assistant at our Ketamine Assisted Psychotherapy (KAP) practice, you will be the cornerstone of daily operations, providing exceptional administrative support to ensure that the clinic runs smoothly and efficiently, while also providing compassionate service to our clients. You will play a key role in the coordination of KAP sessions, screening and rooming of clients, and will maintain the professionalism and confidentiality that our unique therapeutic setting demands. 

Responsibilities:

 Client Coordination and Communication:

- Schedule and confirm client appointments for KAP sessions.

- Screen potential new clients for KAP suitability based on established criteria.

- Efficiently manage client flow; room clients and ensure they are comfortable and prepared for their sessions.

- Serve as the primary point of contact for client inquiries and communications, via phone and email, with empathy and discretion.

Office Management:

- Maintain organized client records, ensuring privacy and compliance with healthcare regulations.

- Manage office inventory and supplies, including KAP session materials, ensuring that the practice is well-stocked and prepared.

- Handle payment transactions and billing information with confidentiality and accuracy.

- Assist in the development and implementation of office policies and procedures.

Team Support and Collaboration: 

- Liaise with therapists and medical professionals to coordinate care and optimize client experiences.

- Prepare and organize essential documents for therapy sessions and professional staff.

- Participate in regular team meetings to discuss improvements and updates to administrative protocols.

Education and Compliance:

- Gain basic knowledge of Ketamine Assisted Therapy, its benefits, and its contraindications to answer client queries with informed confidence.

- Stay informed about the latest developments in KAP and related legal and ethical guidelines.

- Assist with ensuring the clinic's operational activities are in compliance with state and federal regulations.

Requirements

Qualifications:

- High school diploma required; further education in administration, healthcare, or related field preferred.

- Experience in a clinical or therapeutic setting is highly desirable.

- Strong organizational and time-management skills.

- Excellent interpersonal communication skills: the ability to communicate clearly, effectively, and compassionately with clients and colleagues.

- Proficiency in office software, scheduling systems, and electronic health records.

- Basic understanding of mental health practices and confidentiality obligations.

- Willingness to undertake training and understand the principles and practices of Ketamine Assisted Psychotherapy.

Personal Qualities:

- Highly empathetic and sensitive to the needs of clients with mental health concerns.

- Able to maintain confidentiality and discretion at all times.

- Proactive, detail-oriented, with a problem-solving outlook.

- Adaptability to work in a changing environment typical of a growing practice.

Work Environment:

This position is located within a professional medical office setting that is clean, safe, and comfortable. The role may involve direct interaction with patients under psychological distress and will require a composed and caring demeanor at all times.

Employment Type: Starting at part time work (20 hours per week) with potential to grow to a full time role.

Starting Pay: $25 per hour

The above position outline offers a clear framework for responsibilities in a role that supports both the operational integrity of a Ketamine Assisted Psychotherapy practice and the therapeutic journey of its clients.

Decisions concerning employment, transfers and promotions are made upon the basis of the best qualified candidate without regard to color, race, religion, national origin, age, sex, sexual orientation, marital status, ancestry, status as a disabled or Vietnam era veteran or any other characteristic protected by law. Information provided on this application may be shared with any ARC Health Partners.