About Life Ideals
Life Ideals is a Maine-based psychotherapy and self-care education practice founded by Karen Lane, LCSW. We help adults navigate stress, build self-awareness, and develop sustainable self-care through individual counseling, group programs, and a proprietary Self-Care Needs Assessment. We are growing and need a reliable, organized, and proactive administrative assistant to help keep the practice running smoothly.
About Life Ideals
Life Ideals is a Maine-based psychotherapy and self-care education practice founded by Karen Lane, LCSW. We help adults navigate stress, build self-awareness, and develop sustainable self-care through individual counseling, group programs, and a proprietary Self-Care Needs Assessment. We are growing and need a reliable, organized, and proactive administrative assistant to help keep the practice running smoothly.
The Role
This is a part-time remote position focused primarily on clinical practice administration. You will manage the day-to-day operations of a private practice — scheduling, client communications, records, and onboarding — so that Karen can stay focused on clients. A portion of the role also supports an online client assessment tool, for which full training will be provided.
This is not a purely task-based assistant role. We are looking for someone who thinks ahead, notices what needs attention, and takes ownership of their work.
You’re a Great Fit If You…
- Are highly organized and take pride in systems that actually work
- Are comfortable handling sensitive client information in a clinical setting — confidentiality is non-negotiable
- Communicate clearly and professionally with clients
- Work independently, follow through reliably, and flag issues before they become problems
- Are tech-savvy and quick to learn new platforms
- Are genuinely interested in the mental health and self-care space
What You’ll Do
Clinical Practice Administration (~75%)
- Manage client scheduling, rescheduling, and calendar in SimplePractice
- Respond to new client inquiries and handle routine follow-up communications
- Coordinate client onboarding — intake forms, welcome packets, and reminders
- Maintain organized records, files, and standard operating procedures in SimplePractice and Google Drive
- Support billing and insurance tasks as needed (training provided)
- Document and update workflows as the practice evolves
Assessment Support (~25%)
Karen has developed a self-care assessment tool used with clients. This portion of the role involves sending assessments, tracking completion, and helping maintain a simple organizational system. Full training will be provided by Karen and the platform’s developer.
Requirements
- 2+ years of experience in an administrative, operations, or coordinator role
- Experience with health, mental health, or wellness practice administration strongly preferred
- Familiarity with SimplePractice or a comparable EHR or practice management system
- Comfortable handling HIPAA-sensitive information; willingness to sign a Business Associate Agreement (BAA)
- Strong written communication — professional, warm, and clear
- Comfortable working in Google Workspace; able to build and maintain simple tracking spreadsheets
- Based in Maine (Southern Maine preferred); occasional in-person availability a plus
Nice to Have
- Experience with email marketing tools such as Customer IO and ClickUp
- Interest in or background in mental health, therapy, or wellness
- Basic data organization or reporting experience
Details
Part-time · Remote · approximately 10–15 hours per week (flexible; varies with client volume and program activity). Compensation will be discussed based on experience. Occasional in-person availability in Southern Maine may be requested.
To Apply
Please send a resume and a short cover letter to [email protected].
In your cover letter, please tell us: (1) any experience with SimplePractice or clinical administration, (2) how you handle confidential client information, and (3) what draws you to the mental health or self-care space.
This is a part-time remote position focused primarily on clinical practice administration. You will manage the day-to-day operations of a private practice — scheduling, client communications, records, and onboarding — so that Karen can stay focused on clients. A portion of the role also supports an online client assessment tool, for which full training will be provided.
This is not a purely task-based assistant role. We are looking for someone who thinks ahead, notices what needs attention, and takes ownership of their work.
You’re a Great Fit If You…
- Are highly organized and take pride in systems that actually work
- Are comfortable handling sensitive client information in a clinical setting — confidentiality is non-negotiable
- Communicate clearly and professionally with clients
- Work independently, follow through reliably, and flag issues before they become problems
- Are tech-savvy and quick to learn new platforms
- Are genuinely interested in the mental health and self-care space
What You’ll Do
Clinical Practice Administration (~75%)
- Manage client scheduling, rescheduling, and calendar in SimplePractice
- Respond to new client inquiries and handle routine follow-up communications
- Coordinate client onboarding — intake forms, welcome packets, and reminders
- Maintain organized records, files, and standard operating procedures in SimplePractice and Google Drive
- Support billing and insurance tasks as needed (training provided)
- Document and update workflows as the practice evolves
Assessment Support (~25%)
Karen has developed a self-care assessment tool used with clients. This portion of the role involves sending assessments, tracking completion, and helping maintain a simple organizational system. Full training will be provided by Karen and the platform’s developer.
Requirements
- 2+ years of experience in an administrative, operations, or coordinator role
- Experience with health, mental health, or wellness practice administration strongly preferred
- Familiarity with SimplePractice or a comparable EHR or practice management system
- Comfortable handling HIPAA-sensitive information; willingness to sign a Business Associate Agreement (BAA)
- Strong written communication — professional, warm, and clear
- Comfortable working in Google Workspace; able to build and maintain simple tracking spreadsheets
- Based in Maine (Southern Maine preferred); occasional in-person availability a plus
Nice to Have
- Experience with email marketing tools such as Customer IO and Clickup
- Interest in or background in mental health, therapy, or wellness
- Basic data organization or reporting experience
Details
Part-time · Remote · approximately 10–15 hours per week (flexible; varies with client volume and program activity). Compensation will be discussed based on experience. Occasional in-person availability in Southern Maine may be requested.
To Apply
Please send a resume and a short cover letter to [email protected].
In your cover letter, please tell us: (1) any experience with SimplePractice or clinical administration, (2) how you handle confidential client information, and (3) what draws you to the mental health or self-care space.
Pay: $20.00 - $30.00 per hour
Work Location: Hybrid remote in Cumberland Foreside, ME 04110
