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Operations Associate/Administrative Assistant

Company: Sage Integrative Health
Location: Berkeley
Posted on: May 16, 2022

Job Description:

Seeking an Operations Associate to join our team at Sage Integrative Health, in Berkeley, -CA. Our ideal candidate has experience in healthcare and an interest in integrative healthcare and/or psychedelic assisted psychotherapies.
BUSINESS DESCRIPTIONSage Integrative Health is a women-led integrative health and psychedelic therapy clinic inBerkeley, CA. We offer services in psychiatry, psychotherapy, naturopathic medicine, massage, nutrition, acupuncture, and ketamine assisted therapy, along with groups and community programs. Our mission is to provide effective, individualized health care that addresses the whole person, including body, mind, spirit, community, and environment. Our team of multidisciplinary practitioners works collaboratively to offer compassionate and holistic care through comprehensive treatment programs and innovative treatment modalities tailored to the individual.
IDEAL SKILLS & REQUIREMENTS--- Strong organizational skills with particular focus on managing financial and operational reporting--- Comfortability working with technology platforms & computers on a daily basis ( experience or comfortability withGoogle Sheets, Google Docs, Electronic Medical Record Systems, CallRail)--- Excellent communication skills & willingness to spend time speaking with clients on the phone and via email--- Passion for mental health, wellness or psychedelic assisted therapy--- Ability to work in a hybrid workplace with one or two days a week visiting the office for a few hours at a time--- Experience with or desire to learn to manage social media platforms & monthly newsletter (ideal but not essential)
POSITION OVERVIEWWe are looking to hire an all-star Operations Associate who is comfortable wearing multiple hats. This person will work as part of our operations team alongside our Patient Care Coordinator and Operations Manager. Our new Operations Associate will focus primarily on 4 areas: practitioner support (payments, fees, and payroll), facilities management, patient care coordination, & social media management. The primary focus of our new Operations Associate will be on supporting practitioners as well as the admin team. The support will involve some reporting work, which means that our new team member should be comfortable with Google Sheets & Google Docs, pulling and creating reports. While this role is primarily internally facing, we are looking for someone who is willing to interface with clients via phone and email to occasionally support our Patient Care Coordinator.This is a hybrid role, with the expectation of visiting the Sage office in Berkeley once or twice per week, primarily to assist with facilities management. This person will report to our Operations Manager and work alongside the Operations team. We are ideally looking for someone who will start part-time (2-3 days per week) and move to full-time over the next 3 to 6 months.Full set of eventual responsibilities are listed below:
1. General Operations Support:a. Respond to client & practitioner inquiries in electronic medical record systemb. Assist with record upkeep in electronic health record systemc. Occasionally assist in updating procedure manual as we make changes d. Occasionally assist with new practitioner onboardinge. Support management with assigned administrative tasks & research
2. Payments, Fees & Payroll Management:a. Create day and week end financial reportsb. Create practitioner payroll report & track practitioner time for contractor paymentc. Track client payments and assist with verifying depositsd. Create superbills for clients when requestede. Guide clients in contacting their insurance to obtain information about insurance reimbursement
3. Facilities & Office Maintenance:a. Water plants indoors & out 1-2 times/week as needed.b. Feed plants about once per monthc. Occasionally take out garbage, recycling & compost in kitchen and bathrooms as neededd. Put garbage, recycling, and compost bins out on the street on Monday before leavinge. Assist in coordinating laundry pickup.
4. Marketing & Social Media:a. Manage monthly newsletter, with help of Operations Managerb. Maintain social media accounts through Facebook & Instagram.c. Make weekly social media posts including updates about the center, news about events and workshops, and interesting articles and recommendations related to health and wellbeingd. Update waiting room fliers as needed
5. Lead Management & New Patient Intakes:a. Assist in respond to phone & email inquiriesb. Schedule appointments with appropriate practitionerc. Send new clients intake forms and sliding scale questionnaires (if they requested a sliding scale fee), as well as appointment reminders.d. Ensure that each client's file is complete with all necessary information and paperwork (Informed consent, intake information)
6. Meetings:a. Assist in preparing agenda for admin meetingsb. Attend admin meetings
HOURS & COMPENSATION: $22-27 per hour, commensurate with experience.
PHYSICAL REQUIREMENTS:The position requires occasional sitting, standing, and walking. Frequent use of computer and phone. Lifting is required occasionally, of no more than 20 lbs. at a time. The position requires the ability to see, hear and speak.
ENVIRONMENTAL/WORKING CONDITIONS:The work is performed in an office environment or virtually. Adherence to any specific safety policies regarding COVID-19 is required.
EQUIPMENT USED:Computer, keyboard, telephone, printer, audio equipment.
EOE STATEMENT:Sage Integrative Health is an equal opportunity employer committed to hiring a diverse workforce at all levels of the organization. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, veteran status, gender identity or expression, or any other basis protected by local, state, or federal law. This policy applies with regard to all aspects of employment, including hiring, transfer, promotion, compensation, eligibility for benefits and termination.
ACCOMMODATIONS:Accommodations are available for applicants with disabilities in all phases of the application and employment process. The Sage Integrative Health clinic is ADA accessible.
TO APPLY: Please send a resume & cover letter to

Keywords: Sage Integrative Health, Berkeley , Operations Associate/Administrative Assistant, Administration, Clerical , Berkeley, California

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