Black Pine Counseling Center – Newport News, VA
Competitive Growth Path: We are looking for a dedicated professional who wants more than just a job. At Black Pine Counseling Center, we will provide a structured career ladder for our administrative team:
- Phase 1 (Start): Patient Service Representative at $17.00/hour.
- Phase 2 (Month 3+): Transition to Assistant Office Manager at $20.00/hour upon successful performance review.
- Phase 3 (Years 2-3): Clear opportunity for promotion to Full Office Manager. As our practice expands, we aim to elevate this role into a leadership position with a highly competitive salary commensurate with the 2026 market rate for medical practice management (typically ranging from $50,000–$55,000 annually in our area, depending on your ability to perform).
Job Overview
Black Pine Counseling Center is a fast-paced private mental health practice. We require a reliable, detail-oriented learner to maintain an efficient environment for our clients and providers. This role is ideal for a "high-potential" individual eager to master our practice operations and move into management.
Key Responsibilities
- Patient Coordination: Greet patients, manage check-in/out, and ensure a warm, professional environment.
- Administrative Oversight: Manage complex scheduling and provider calendars using medical office software and Google calendar.
- Financial & Insurance Support: Verify insurance benefits and assist with billing inquiries to ensure smooth financial operations.
- Compliance & Records: Maintain confidential patient records in strict adherence to HIPAA and privacy standards.
- Clinical Liaison: Support medical staff with client updates, administrative correspondence, and coordinating follow-up care.
- Office Maintenance & Inventory: Monitor and maintain an accurate office supply, ensuring all essential materials are stocked and placing replenishment orders as needed.
- Facilities Upkeep: Oversee the general tidiness of shared workspace and assist in the regular cleaning and organization of common areas, including the kitchen, break rooms, and restrooms, to ensure a professional and hygienic environment for staff and guests.
Required Experience & Skills
- Industry Background: Prior experience in a medical office or high paced office environment is highly preferred.
- Technical Proficiency: Must be proficient in Google Suite applications (Docs, Sheets, Calendar) and comfortable navigating new software and electronic health records (EHR).
- Terminology: Strong knowledge of medical terminology and Electronic Health Record (EHR) systems.
- Service Excellence: Proven ability to provide outstanding customer service in a high-volume setting.
- Leadership Potential: A motivated, energetic team player ready to transition into a leadership role within 3-5 months.
Hours:
36-40 hours per week.
Benefits:
- 2 weeks of Paid Time Off (PTO). Please note, we currently do not offer 401k, health insurance, or paid sick leave. We are closed on July 4th, Thanksgiving, and Christmas.
How to Apply
To be considered for an interview, please submit both a cover letter and a resume and your available dates and times for an in person interview to [email protected]. We'll only review the applicants who sent their cover letter and resume. We are only reviewing serious inquiries from candidates committed to long-term career growth in the healthcare field. Join us in making a difference every day, if you think you're the right fit.
Job Type: Full-time
Pay: $17.00 - $20.00 per hour
Benefits:
Application Question(s):
- Which best describes your experience with Google Workspace?
Beginner: Uses Gmail and Docs for basic communication and word processing.
Intermediate: Manages shared Drive folders, uses Calendar for complex scheduling, and applies basic formulas in Sheets.
Advanced: Uses pivot tables in Sheets, manages large-scale collaboration, and uses AI to draft content.
- Will you consent for a background check if hired?
- Which of the following best describes your professional English proficiency?
Option A: I can handle routine tasks, read basic instructions, and exchange short emails .
Option B: I can handle routine tasks, understand and write reports, and collaborate smoothly with clients and staff using professional language.
Experience:
- client service in office settings: 2 years (Required)
Work Location: In person
