What are the responsibilities and job description for the Client Care Assistant position at The Artful Life Counseling Center and Studio LLC?
Client Care Assistant — The Artful Life Counseling Center (ALC)
Location: On‑site, Salem & Beverly, MASchedule: Full‑time, 40 hours/week (Mon–Fri)Reports to: Client Care Manager
Are you a compassionate administrative professional who would value working with a team of mental health counselors to provide the best care to our clients? We are a supportive, expressive-arts-inspired group private practice dedicated to helping clients of all ages thrive. We are looking for an exceptional assistant who wants to grow in a collaborative, inclusive environment. We believe our organization benefits most from employing those who bring diverse backgrounds, perspectives and lived experiences. We strongly encourage applications from BIPOC, LGBTQ , multilingual, and other underrepresented groups of people.
Why Work for Us?
- Comprehensive benefits: health insurance, 401(k), paid time off, and paid holidays.
- On‑the‑job training with clear processes and supportive supervision.
- Mission‑driven culture grounded in equity, inclusion, compassion, and client‑centered, trauma‑informed care.
- Collaborative team where your ideas are welcomed and your work directly improves the client experience.
About The Artful Life
The Artful Life Counseling Center (ALC) is a client‑centered, trauma‑informed group practice serving North Shore communities. Our mission is to make high‑quality mental health care accessible and humane. We value equity, inclusion, compassion, and clear communication inside our team and with the people we serve.
Role Summary
The Client Care Assistant (CCA) is a full-time administrative office position helping to support the work of 42 mental health counselors. This position is part of a small and dedicated Client Care department and admin team. The CCA plays an essential role in helping new and current clients have a smooth, kind, and timely experience, from the first call to getting started with a clinician. You’ll support the Client Care Manager with everyday communications, intake paperwork, simple record updates, document uploads, therapy group coordination, and other tasks as needed.
What You’ll DoClient inquiries & communications
- Handle calls and the clientcare@ inbox with warmth; respond to referrals promptly.
- Conduct brief phone screens, document clearly in the CRM/EHR, and route or escalate as needed.
Clinical matching & caseload support
- Review incoming referrals and client needs alongside clinician specialties, availability, and preferences.
- Propose matches that support client fit and help clinicians build their caseloads or fill desired openings.
- Coordinate handoffs and introductions; track outcomes to ensure timely starts and adjust as needed.
Intake paperwork & quality checks
- Send/collect intake packets; confirm required forms are complete.
- Request missing items using templates and keep the tracking sheet current.
- Note basic insurance info; route detailed questions to the Client Care Manager.
Electronic Health Records (EHR)
- Upload intake documents to the EHR.
- Create new client records from completed packets; flag pending items.
- Remind clinicians when clients are approaching age 18.
Scheduling, waitlist & simple lists
- Update client statuses and waitlist placement.
- Prepare simple check‑in/follow‑up/openings lists.
Therapy groups (point‑person)
- Serve as main contact for group inquiries and routine paperwork.
- Manage sign‑ups, rosters, attendance, and the group tracking sheet.
- Post basic updates (forms/website), share openings, and coordinate simple payment tasks and Billing as needed.
- Send a brief weekly update to the Client Care Manager.
Bulk emails to clients (general)
- Send short operational updates using templates; do quick pre‑send checks and share basic results.
General support
- Check voicemail/fax; route messages and documents.
- Provide simple weekly counts on request; attend team meetings; assist with other clerical tasks as needed.
What You Bring
- Prior experience (minimum of 1 -2 years) in administrative and customer service support (required).
- Mental health or healthcare experience strongly preferred.
- College coursework or degree in human services or social work strongly preferred
- A warm, professional tone especially in delicate or difficult conversations.
- Strong writing and organization; reliable follow‑through and attention to detail.
- Comfortable working independently and asking questions when unsure; willing to share thoughtful ideas with the team.
- Accurate data entry in everyday tools; basic comfort with EHR and CRM systems (training provided).
- Basic insurance understanding (copay, deductible, coinsurance) to point people to the right place for more details.
- Alignment with ALC’s values of equity, inclusion, and client‑centered, trauma‑informed care.
Schedule & Work Location
- Full‑time, 40 hours/week (Mon–Fri).
- On‑site across Salem & Beverly offices (local travel between sites).
How to Apply
Apply through really with a cover letter
ALC is an equal opportunity employer. We welcome applicants of all backgrounds and identities and are committed to a workplace that is inclusive, respectful, and supportive.
Pay: $18.00 - $21.00 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid orientation
- Paid time off
- Paid training
- Vision insurance
Work Location: In person
Salary : $18 - $21