Practice assistant

Integrative Couples Therapy, a couples therapy practice in Encinitas, California, is looking for a Practice Assistant to join our team. This role is essential in providing a welcoming experience for our clients and supporting the growth and efficiency for our practice. Based at our Encinitas office, this position supports ongoing administrative, marketing, and outreach responsibilities. Our mission is to strengthen relationships and families within the Encinitas community and beyond. At Integrative Couples Therapy, our work culture values relationships, connection, personal growth, and autonomy. The Practice Assistant is a key member of our team.

Responsibilities:

  • Be a helpful, engaging, and supportive for prospective clients, current clients, community members, ICT therapists, ICT Practice Owner and ICT Operations and Business Manager.

  • Answer phone calls with warmth, compassion, and confidence to everyone who contacts us.

  • Conduct 20 minute video calls with all prospective clients. Training provided.

  • Be able to clearly explain our services and the benefits of couples therapy.

  • Connect callers with resources and other local providers when indicated.

  • Be professional, friendly, and use proper etiquette in written and verbal communication.

  • Promptly respond/reply to all voicemails, texts, emails, and website form submissions throughout your shift.

  • Track prospective and incoming clients on a spreadsheet and/or CRM.

  • Add new clients and manage existing clients in electronic health record software.

  • Manage and maintain confidential client information, HIPAA, and adhere to all legal and ethical procedures regarding client care. Training is provided.

  • Respond to all internal communications promptly throughout shift.

  • Stay in touch with new clients and provide reminders to complete intake documents.

  • Be responsible for daily billing.

  • Call clients when billing issues arise.

  • Be a helpful resource for clients as needed throughout their therapy journey.

  • Conduct daily social media posts on Instagram, Facebook, TikTok, LinkedIn, and Google My Business.

  • Conduct weekly reports and email practice owner reports every Friday.

  • Assist with set up and registrations at live and virtual workshops.

  • Remain client-centered, emotionally balanced, and responsive during difficult conversations.

  • Engage in the highest level of customer service with clients and community members.

  • Be willing to research and find answers on your own and willing to ask for help from practice owner and operations and business manager when uncertain of policies or procedures.

  • Be tech savvy and confident in researching new tools and systems that can assist us with efficiency and growth.

  • Update website as assigned.

  • Assist with weekly blog/newsletter emails.

  • Work closely with practice owner and operations and business manager on marketing systems.

  • Attend local networking events as assigned.

  • Create and maintain professional relationships with referral sources.

  • Assist with administrative, customer service and marketing duties as assigned.

Skill set:

  • Excellent communicator (phone, text, email, social media, verbal, body language)

  • Social media and tech savvy

  • Highly organized

  • Responsive

  • Confident

  • Detailed oriented

  • Engaging and warm

  • Able to implement and follow systems and procedures

  • Able to follow directions

  • Life long learner

  • Strong work habits

  • Highly dependable and reliable

  • Able to prioritize and manage time effectively

  • Good at problem solving, troubleshooting, and taking initiative

  • Able to remain responsive under pressure

  • Empathic and compassionate

  • Helpful nature with a true desire to be a source of support for others.

Minimum Qualifications:

  • High School Diploma

  • Strong personal interest in couples therapy and mental health.

  • Experience in sales, customer service, marketing, or office administration.

  • Easily able to commute to our office in Encinitas, CA.

Preferred Qualifications:

  • Bachelors Degree in Psychology or related field

  • Current graduate student studying marriage and family therapy

  • Administrative experience in a marriage and family therapy or mental health practice.

Other Details Regarding This Position:

  • Pay is $20 per hour and employee will be W2 status.

  • Start date: January 6, 2025

  • Full time: Monday to Friday. 9am to 6pm. Unpaid lunch is from 1pm to 2pm Mon to Fri. 40 hours per week. This position will commence as a temporary position, with the possibility of evolving into a permanent position and pay increase based on performance and business needs.

  • Part time: Monday to Friday. 2pm to 6pm. 20 hours per week. Hours can be flexible for current college/graduate students. This position will commence as a temporary position, with the possibility of evolving into a permanent position and pay increase based on performance and business needs.

  • This is an office position based in Encinitas, CA.

To apply:

Email your cover letter and resume to careers@integrativecouplestherapy.com.