Administrative Assistant (Hybrid/Local Required) – Part-Time

Open Doors to Redefining Therapeutic and Consulting Services, LLC

Position Type:

Part-Time | Hybrid (Virtual In-Person as Needed)
Location Requirement: Tri-Cities (Petersburg, Colonial Heights, Hopewell), Chester, and Richmond, VA
Schedule: 3 days per week (flexible with business needs)
Pay: $15/hour and up (based on experience)
Reports to: Practice Owner/Clinical Director

About Us

Open Doors to Redefining Therapeutic and Consulting Services is a growing group practice dedicated to helping individuals, couples, and families heal, grow, and achieve wholeness. We provide compassionate, faith-centered mental health services and psychoeducation to diverse populations.

Our Motto: “Your past does not determine your future.”

Position Summary

The Administrative Assistant plays a vital role in ensuring smooth daily operations of the practice. This role supports client intake, scheduling, billing coordination, marketing support, and communication while maintaining confidentiality and professionalism.

This is a hybrid role requiring both virtual administrative work and in-person participation at community/vendor events.

Key Responsibilities

Client Coordination & Scheduling

• Manage incoming referrals and schedule initial appointments
• Send welcome emails and client portal instructions (SimplePractice)
• Ensure all intake documents are completed prior to first session
• Maintain accurate client records in EHR system

Communication

• Respond to emails and phone inquiries within 24 hours
• Communicate using company-approved platforms only (no personal contact)
• Route referrals to admin@opendoorstoredefining.com and cc info@opendoorstoredefining.com
• Provide professional and compassionate communication to clients

Insurance & Billing Support

• Verify insurance benefits prior to initial sessions
• Assist with claims submission, tracking, and follow-up on denials
• Monitor outstanding balances and notify clients of payments due
• Support coordination with platforms such as SimplePractice and Headway

Administrative Operations

• Maintain clinician schedules and update availability
• Track and follow up on incomplete documentation when needed
• Assist with onboarding new clients and clinicians
• Maintain organization of digital files and systems

Marketing & Outreach Support

• Assist with creating social media posts (Canva preferred)
• Support community outreach and vendor event preparation
• Help gather testimonials and assist with newsletters

Vendor & Community Events (Required)

• Attend ALL scheduled vendor and community events (required)
• Represent the practice professionally at events
• Engage with potential clients and community partners
• Assist with event setup, breakdown, and material distribution

Required Qualifications

• Must reside in the Tri-Cities, VA area
• High school diploma or equivalent (Associate’s or higher preferred)
• Previous administrative or customer service experience (healthcare preferred)
• Strong written and verbal communication skills
• Proficiency with email, Google Workspace, and basic tech platforms
• Ability to maintain confidentiality and professionalism (HIPAA awareness preferred)

Preferred Qualifications

• Experience with SimplePractice
• Familiarity with insurance verification and mental health billing
• Experience in hybrid or administrative roles requiring in-person engagement
• Canva or basic marketing experience

Key Skills

• Organization and time management
• Attention to detail
• Multitasking in a fast-paced environment
• Professional communication
• Initiative and reliability
• Community engagement and interpersonal skills

Performance Expectations

• Respond to all communications within 24 hours
• Ensure all client documentation is completed before sessions
• Maintain accuracy in scheduling and client records
• Attend and actively participate in all vendor events
• Uphold company policies and confidentiality standards

Work Environment

• Hybrid role (remote work in-person events)
• Must have reliable internet and a professional workspace
• Regular participation in team meetings and trainings

Compensation & Pay Schedule

• $15/hour and up (based on experience)
• Paid on the 1st and 15th of each month

How to Apply

Please submit your resume and a brief statement of interest to: admin@opendoorstoredefining.com
(CC: info@opendoorstoredefining.com)

Pay: From $15.00 per hour

Benefits:

• Flexible schedule
• Professional development assistance

Experience:

• customer service: 1 year (Required)

Language:

• English (Required)

Willingness to travel:

• 50% (Required)

Work Location: Hybrid remote in Chester, VA 23831

Salary : $15