Integrative Couples Therapy is seeking an Intake Coordinator & Practice Assistant to join our team. This role is essential in providing a welcoming experience for our clients and supporting the growth and efficiency of our practice. Based at our office in Encinitas, this position encompasses new client onboarding along with administrative, marketing, and outreach responsibilities. Our vision is to strengthen relationships within the Encinitas community and beyond. The Intake Coordinator & Practice Assistant is a key member of our team.

To Apply: Email your cover letter and resume to cristina@integrativecouplestherapy.com.

Important Details Regarding This Position:

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

• We are only considering candidates that are able to easily commute to our office in Encinitas.

• This is a part time position at 15 hours per week in person at our office in Encinitas, CA. The initial required schedule is Monday to Friday, 2:30pm to 5:30pm.

• Candidate may be eligible for a pay and hours increase, after probationary period, based on performance and business needs.

• Training is provided.

• No benefits.

• This is an excellent opportunity for a current or recent psychology major to attain experience.

Responsibilities:

• Work closely with practice owner.

• Embody a mindset of helpfulness and service with practice owner, prospective clients, current clients, community members, and ICT therapists.

• Engage in phone calls with warmth, empathy, and confidence. Be professional, friendly, and use proper etiquette in written and verbal communication.

• Promptly respond to all voicemails, texts, emails, and website form submissions throughout your shift and by end of each work day.

• Attend scheduled video/phone calls with prospective clients.

• Clearly explain our services, and get to know our therapists, so you can confidently match clients with therapists.

• Connect callers with resources and local providers when indicated.

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

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

• 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.

• Call clients when billing issues arise.

• Email clients superbills.

• Stay in touch with new clients as needed to ensure they are supported during the intake process and be a helpful resource for clients throughout their therapy experience.

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

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

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

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

• Update website as assigned; web and mobile.

• Assist with monthly blog/newsletter emails.

• Create graphics in Canva and conduct daily posts on Instagram, Facebook, TikTok, LinkedIn, and Google My Business.

• Create and maintain professional relationships with referral sources.

• Run errands and maintain office as assigned.

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

Minimum Qualifications:

• Bachelors Degree or current college student

• 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 Business/Marketing

• Current Marriage and Family Therapy graduate student or recent graduate (this position does not offer clinical hours).

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