Operations Assistant (Mental Health Office)-Part-Time
(Up to 30 hours per week)
About Our Practice
We are an established, growing, compassionate mental health practice in Georgia dedicated to providing high-quality outpatient and community-based therapy, psychiatry, and wellness services. Our team fosters a supportive, professional environment where clients feel safe, and staff are empowered to do meaningful work. We are seeking a reliable, proactive, and client-focused Operations Assistant to serve as the first point of contact for our clients and to take ownership of key responsibilities in daily operations within a fast-paced clinical setting.
Position Summary
The Operations Assistant plays a critical role in keeping the office running smoothly, efficiently, and in compliance with regulations. This is not a typical administrative role — we need someone who is organized, forward-thinking, solutions-oriented, and genuinely enjoys helping others in a mental health setting.
This part-time role emphasizes actively engaging with co-workers, families, and community partners to strengthen relationships, support our referral program, and contribute to marketing and growth efforts. You will support clinical staff, manage front-office operations, and help optimize workflows so our therapists and psychiatrists can focus on client care. You will collaborate closely with our marketing team and community partners to drive practice growth through referrals and community outreach.
Key Responsibilities
· Serve as the first point of contact for clients via phone, email, and in-person — greeting everyone with courtesy, empathy, and professionalism
- Manage patient scheduling, intake/referral coordination, and appointment reminders across multiple providers
· Actively engage with co-workers, families, and community partners to build strong relationships, gather feedback, and promote our services.
· Support and grow our referral program by collaborating with families, community partners, and internal team members to encourage referrals and track outcomes.
· Collaborate directly with the marketing team on community outreach, referral tracking, event support, partnership communications, and marketing initiatives.
- Handle incoming calls, emails, and inquiries with professionalism, empathy, and a positive attitude
- Maintain accurate electronic health records (EHR) and ensure HIPAA compliance at all times
- Process private pay clients and perform basic billing support
· Proactively identify operational issues and bottlenecks, and suggest as well as implement chosen improvements
- Assist with credentialing, compliance documentation, and state regulatory requirements
- Support special projects such as telehealth setup, office relocations, or workflow enhancements
· Support compliance documentation and special projects
- Order and manage office supplies, equipment maintenance, and vendor relationships
- Help maintain a clean, welcoming, and organized office environment
- Other tasks as assigned (within part-time schedule of up to 30 hours per week).
Qualifications & Requirements
- Minimum 2 years of administrative or operations experience (healthcare or mental health setting strongly preferred)
· Exceptional customer service skills with a consistently courteous and professional demeanor
· Strong interpersonal skills and enthusiasm for engaging with co-workers, families, and community partners.
· Proactive problem-solver who anticipates needs and takes initiative rather than waiting for direction
- Excellent organizational skills and high attention to detail
- Strong communication skills — both written and verbal
- Tech-savvy: Experience with EHR systems (e.g., SimplePractice, Notenetic, TherapyNotes, or similar), Google Workspace, and Apple.
- High degree of professionalism, reliability, and emotional intelligence
- Must maintain strict confidentiality and demonstrate strong ethical judgment
- Georgia residency required; local candidates preferred
Preferred Qualifications:
- Degree in healthcare administration, business, psychology, or a related field
- Familiarity with Georgia mental health regulations and insurance practices
- Bilingual (Spanish or other languages) is a plus
- Adaptable and remains calm under pressure
Why Join Us?
- Flexible part-time schedule (up to 30 hours per week)
- Stability and Longevity – In Business since 2004
- Positive impact on mental health access.
- Engage with an innovative and supportive team of professionals
- Organization with a dedicated Clinical Director.
- Small-team Culture with Impact – Be seen, valued, and influential
- Opportunity for Growth and Expanded Responsibilities
- Patient-Focused Mission – real, measurable human impact – not just metrics
- Professionalized Environment with Structure
- Meaningful Collaboration
- Clear Professional Identity
- Room to Innovate
Pay: $16.00 - $20.00 per hour
Benefits:
Work Location: In person
