Job Title: Office Administrator
About Us: Asheville Integrative Psychiatry is a leading provider of integrative mental health services in the region. Our practice specializes in a holistic approach to psychiatry, offering innovative treatments such as ketamine-assisted psychotherapy, integrative psychiatry, and nature therapy. Nestled on 16 acres in Candler, NC, with Mount Pisgah as the backdrop, our facility supports healing and wellness by offering the opportunity for nature connection as a complement to the mental health services that we provide. Our team is dedicated to providing compassionate care that integrates conventional medicine with complementary therapies to optimize mental health outcomes.
About the Position: Asheville Integrative Psychiatry (AIP) is seeking an Office Administrator to oversee the administrative functions of our practice. This includes handling patient billing and appointment scheduling, being the primary point of contact for prospective and new patients, managing patient files, management of vendors and supplies, and some limited human resource functions as needed. The Office Administrator will also play an essential role as an on-site presence, greeting patients, responding to inquiries, and collaborating with co-workers to bring the AIP vision to life on our campus. This position is integral to the ability of AIP to meet the needs of our clients, and the successful candidate will have both professional experience as well as a strong interest in the mission of the work of AIP. We are a small but mighty team of professionals seeking someone who can carry out these essential foundational tasks, while always keeping an eye out for opportunities for process improvement and innovation. The Office Administrator reports directly to Tiffany Sauls, MD (owner), and Stephanie Rice, PMHNP. This position does not have any supervisory duties. The Office Administrator works one half-day on Tuesdays and three full days per week on Wednesday, Thursday, and Friday from 7:30 am to 4:00 pm. The offices are closed on Mondays and practitioners are off-site on Tuesdays. On Wednesdays, Thursdays, and Fridays, the Office Administrator will be expected to work primarily on-site, though occasionally work can be performed remotely on those days with the approval of your supervisor. Occasional weekend work on-site for events may be required sporadically. The pay rate for this position is $20 - $22 hourly based on experience.
Benefits: Retirement plan with matching contribution. 2 weeks of PTO start. Paid holidays and sick/family leave. Opportunities for professional development and continuing education. Serene work environment surrounded by nature, with access to hiking trails. Opportunity for outdoor office space, allowing for a unique and refreshing work environment.
Essential Duties & Responsibilities: Manage patient/customer relationships including responding to inquiries from prospective clients via email or phone, as well as being the initial point of contact for all current/active patients. Utilize our EHR software to communicate with customers regarding necessary paperwork, to schedule appointments, and answer questions or direct them to the correct resource. Check in clients for appointments, which may also include taking basic vital signs. May assist with the delivery of group services. Ensure customer experience expectations are met, track referral sources, and manage patient files. Utilize QuickBooks to prepare & send invoices to clients and monitor receipt of payment. Prepare and send superbills as needed. Monitor accounts payable and accounts receivable, coordinate with owner and bookkeeper to ensure timely and accurate payments. Limited functions related to human resources including managing and updating files, new employee onboarding, and may assist with payroll. Proficiently utilize Google Workspace. Coordinate with Marketing Coordinator on Website updates, and may contribute content to assist with marketing efforts. Administration of contracts, rental agreements. Manage the use of spaces on the property, including scheduling and communication. Contribute to the cleanliness and order of the office space as well as the additional spaces used by our therapists and contractors in the delivery of service, which may include cleaning tasks (which are shared by all), and completion of laundry on site to ensure spaces are appropriately managed between clients. Manage Inventory of Supplies. May be asked to travel to the post office as needed. Other duties as assigned. The Office Administrator will play an integral role in the culture of AIP. Our values include Integrity, Compassion, Awareness, and Curiosity.
Minimum Qualifications: Our ideal candidate will have at least three (3) years of experience in an office environment, preferably a medical office, and at least one (1) year of experience with QuickBooks. Minimum of a Certified Medical Assistant or Certified Nursing Assistant qualification is required. A minimum of a High School Diploma or equivalent is required. Applicants with experience or equivalent skills are encouraged to apply.
Skills, Knowledge, and Abilities: Microsoft Office systems including Word and Excel, and Google Suite. Strong interpersonal and customer relations skills. Excellent organizational skills and the ability to manage multiple tasks. Ability to take initiative and work independently. Strong team orientation. Ability to make constructive suggestions.
Working Conditions & Physical Demands: Sitting or standing for extended periods of time, including work on a computer typing and viewing a screen, as well as experiencing office noises such as phone ringtones. Navigate on campus up and down stairs and on trails and hills on the property. Agility and balance to navigate outdoor obstacles and terrain features safely, including steps, rocks, roots, and other natural obstacles. This position will require exposure to the outdoors and its concomitant hazards in all seasons. Bending, lifting, and carrying a minimum of 25 pounds.
How to Apply: To apply, please send your resume and cover letter to: info@ashevilleintegrativepsychiatry.com. Please include “Office Administrator Application” in your subject line. The position will remain open until filled, with an initial review of applications on August 23, 2024.
Equal Opportunity Statement: Asheville Integrative Psychiatry is committed to providing a workplace free from discrimination or harassment. Decisions related to hiring, compensating, training, evaluating performance, or terminating are made fairly, and we provide equal employment opportunities to all qualified candidates and employees. We examine our unconscious biases and take responsibility for always striving to create an inclusive environment that makes each candidate and employee feel equally welcome.