Temporary Practice Admin Assistant (Maternity Leave Coverage)

About the Role

Larchmere Center for Well-being is seeking a highly organized and detail-oriented Temporary Practice Admin Assistant to provide coverage during maternity leave. This role is ideal for someone with strong administrative, customer service, healthcare operations, or mental health practice experience who can help ensure the smooth day-to-day functioning of our growing therapy practice.

The Practice Admin Assistant serves as a central point of coordination for clients, therapists, and administrative processes. This position requires excellent communication skills, strong follow-through, and the ability to manage multiple priorities independently. The Practice Admin Assistant will report directly to the co-owners who oversee operations.

Key ResponsibilitiesClient Intake & Scheduling:

• Respond to client inquiries via phone and email in a timely and professional manner.
• Manage incoming intake requests and maintain the practice waitlist.
• Match prospective clients with therapists based on availability and client needs.
• Review intake forms and ensure all required client documentation is completed prior to initial sessions.

Therapist Support:

• Assist therapists with administrative needs, including:
• Insurance verification support
• Client onboarding and profile creation within the practice management system
• Ensuring required client paperwork is sent, received, and properly documented
• Monitor and follow up on outstanding tasks and alerts within the electronic health record system.

Documentation & Compliance:

• Track and coordinate progress note requests and follow up with clinicians as needed.
• Assist clinicians by processing incoming client documentation and intake paperwork as needed.
• Ensure records and administrative workflows remain organized and up to date.

Billing & Insurance Coordination:

• Support billing-related needs and coordinate with the billing team.
• Assist with insurance verification and benefit checks.
• Help monitor outstanding balances and communicate with clients regarding account questions.
• Send monthly client statements for outstanding balances and support collections efforts as needed.

Email & Administrative Management:

• Manage the practice’s shared voicemail and email inboxes and respond to or route communications appropriately.
• Coordinate client communications and follow-up as needed.
• Maintain and update internal administrative records.

Reporting & Operations:

• Perform monthly waitlist maintenance and cleanup.
• Compile therapist productivity and performance reports
• Assist leadership with reviewing and distributing monthly reports.
• Other light duties as assigned.

Qualifications:

• Previous experience in healthcare administration, mental health practices, medical offices, or similar administrative roles preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to work independently and maintain confidentiality.
• Comfortable learning and navigating electronic health record (EHR) systems like TherapyNotes.
• Experience with insurance verification, scheduling, billing support, or client coordination is a plus.
• Proficiency with G Suite, email, spreadsheets, and standard office software required.

What We’re Looking For:

• Reliable and self-motivated
• Detail-oriented with strong follow-through
• Friendly, affirming, and professional client communication skills
• Ability to prioritize competing tasks in a fast-paced environment
• Committed to inclusive and affirming care for clients of all backgrounds and identities. LCW prioritizes maintaining an environment that is collaborative, trauma-informed, ethical, and values-driven.

This temporary position offers flexible scheduling and the opportunity to support a collaborative mental health practice while making a meaningful impact on client care and practice operations.

The final candidate will be required to complete a background check before securing the position.

Pay: $20.00 - $25.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Cleveland, OH 44120