Administrative Assistant

Company Description:

Candor Therapy Network, PLLC is a group of licensed counselors and therapists dedicated to providing person-centered mental health care. The practice emphasizes individualized treatment using a wide range of evidence-informed methods and techniques tailored to each client’s needs. Providers focus on helping individuals build insight, develop coping skills, and become the best version of themselves. Clients are supported in finding a provider who aligns with their goals, preferences, and schedule, fostering a collaborative and respectful therapeutic environment.

Role Description

Candor Therapy Network is seeking a dependable, organized, and responsive Administrative Assistant to support the daily operations of our outpatient mental health practice. This role is responsible for managing incoming referral calls, coordinating client scheduling, responding to client communications, and verifying insurance benefits.

The ideal candidate is detail-oriented, communicates professionally and compassionately, and can respond promptly to incoming needs while managing administrative tasks efficiently. Because this position supports clients seeking mental health services, discretion, professionalism, and a client-centered approach are essential.

Essential Duties:

Referral Management and Scheduling

• Answer incoming referral calls promptly and professionally as they come in during scheduled working hours.
• Gather necessary information from prospective clients and document referral details accurately.
• Follow up with prospective clients regarding referrals, next steps, and scheduling.
• Communicate with clinicians and other team members as needed to facilitate timely access to services.
• Monitor and respond to client emails, texts, and phone calls in a timely, professional, and compassionate manner.
• Review incoming messages and direct or forward them to the appropriate clinician, owner, or administrative team member.
• Recognize urgent or potentially safety-related communications and follow established practice procedures for escalation.
• Verify clients’ insurance coverage and benefits before scheduled appointments, as applicable.
• Protect confidential client information and comply with applicable HIPAA requirements and practice policies.
• Complete other related administrative tasks as assigned within the scope of the position.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to respond promptly to incoming calls and messages during scheduled working hours.
• Professional, compassionate, and client-centered approach to communication.
• Ability to manage multiple tasks and follow through on outstanding responsibilities.
• Comfortable using computers, email, scheduling platforms, and electronic records systems.
• Ability to handle confidential information responsibly and maintain appropriate professional boundaries.
• Previous administrative, scheduling, customer service, or healthcare experience preferred (preferably in the mental health field).
• Experience with insurance verification or mental health practice administration is a plus.

Work Expectations

• Work 5 days per week, with a maximum of 12 hours per week.
• Maintain reliable availability and responsiveness during agreed-upon working hours.
• Complete referral follow-up, client communications, insurance verification, and scheduling tasks accurately and consistently.
• Communicate proactively with the Candor team when questions, barriers, or issues require additional support
• Follow established procedures for confidentiality, documentation, and escalation of client concerns.