Administrative Assistant

• Provide administrative support to clinic leadership, assisting with daily operations and executive tasks
• Support strategic business development research and gather data needed for leadership decision-making
• Sort and organize emails, schedule meetings, and coordinate internal communication across staff
• Assist with updating SOPs, organizing employee handbooks, and preparing onboarding materials
• Use project management tools such as Asana and Reclaim.ai to support ongoing initiatives
• Maintain accurate, confidential patient records within the practice’s systems
• Respond to patient inquiries via phone, email, and internal communication platforms
• Prepare documents and manage internal and external correspondence
• Contact patients for feedback and follow-up tasks as needed
• Make past-due statement calls, prepare invoices for payment, and assist with billing discrepancies
• Generate and send patient invoices
• Coordinate staff communication, assist with internal scheduling, and track missed timecard punches
• Support therapist schedules, send appointment reminders, and maintain appointment waitlists
• Gather data for monthly performance reviews and prepare basic administrative and operational reports
• Assist with filing, equipment tracking, and general administrative workflows
• Support basic marketing or outreach activities using Facebook, Instagram, Squarespace, and Brevo
• Follow HIPAA guidelines and maintain professional confidentiality at all times

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