Administrative Management, Administrative Skills, Billing, Calendar Management, Communication Skills, Customer Satisfaction, Customer Support/Service, Detail Oriented, Healthcare, High School Diploma, Insurance Documentation, Medical Record System, Office Management, Organizational Skills, Problem Solving Skills, Psychiatry and Mental Health, Resolve Customer Issues, Schedule Development, Scripting (Scripting Languages), Standard Operating Procedures (SOP), Team Building, Telephone Skills, Time Management, Treatment Plan
Philadelphia, Pennsylvania
Job Posting: Office Coordinator (In-Person)
Location: Mayfair area, Philadelphia, PA
About Us
Full Being Services is a therapist-owned mental health practice dedicated to providing
compassionate, holistic care to our clients. We believe that healing begins with human
connection, and that includes the first voice a client hears when they reach out to us.
We're looking for a reliable, responsible, detail-oriented Office Manager to keep our
operations running smoothly, warmly welcome our clients, and provide top-notch
administrative support to our team of therapists.
Essential Duties and Responsibilities
Big Picture:
- Take initiative and ownership of administrative workflows, remaining solution-focused
- Close all loops no questions, requests, or tasks left unresolved.
- Update client charts, records, and therapists promptly.
- Respond to clients professionally and warmly, whether in person, by phone, or via email.
- Communicate with therapists and supervisors in a timely, organized manner so all parties have the information they need.
Direct Responsibilities:
Reception & Client Communication
- Answer and return phone calls & emails promptly; check and respond to voicemails throughout the day.
- Greet clients in person and make them feel welcome upon arrival.
- Guide potential clients through scheduling their first session using established scripts and guidelines.
- Address client questions or concerns with empathy, clarity, and professionalism.
- Confirm upcoming appointments via phone, email, or text to minimize no-shows.
Scheduling & Coordination
- Manage therapist schedules in the Electronic Health Record (EHR) system (e.g.,
TherapyNotes). - Adjust schedules and coordinate changes as needed to maintain efficiency and
client satisfaction. - Track and confirm client insurance verification prior to scheduled appointments.
Administrative & Office Management
- Monitor shared inbox(es) and respond to emails in a timely manner, confirming
receipt when appropriate. - Maintain organized and accurate digital and physical records, including intake
forms, treatment plans, and insurance documentation. - Prepare and update office forms, templates, and standard operating procedures
as needed. - Keep office supplies stocked and maintain a clean, welcoming environment.
- Coordinate with vendors, billing staff, and other external contacts when necessary.
Requirements
- High school diploma (BA preferred)
- Excellent communication and customer service skills, both in person and over
the phone - Prior experience in office administration, reception, or coordination (mental health
or healthcare setting preferred) - Technically savvy, with experience using Google Workspace and EHR systems
(TherapyNotes a plus) - Strong problem-solving and critical-thinking skills
- Detail-oriented and organized, positive attitude
Proactive, responsive, solution-focused, and reliable
Compensation & Schedule
- Per diem position-up to 20 hrs./week to start
- $20-$25/hour, commensurate with experience
- In-person role at our Philadelphia office