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Job Details

Virtual assistant - mental healthcare

Job Overview

We are seeking an outgoing, detail-oriented, efficient person to join our psychotherapy practice. The ideal candidate will be adept at prioritizing, multi-tasking, and having a positive attitude. This candidate will also be willing to learn and grow with us! Currently, the position is 100% remote due to COVID. The position has flexibility in scheduling, though work must be during business hours. More hours and expanded responsibilities such as intake and/or billing tasks will be available for the right candidate.

Schedule: Part-time; Design your own schedule: 10-20 hours per week, initially 8:00 AM - 6 PST
PM Monday - Friday, Saturday from 9-1. PST

This role will report to the Clinic Director.

To succeed in this role …..

You will rock this role if you possess excellent communication skills and the ability to lead and promote the vision of the clinic. You must be able to stay extremely organized, think 10 steps ahead, and have the ability to see the big picture with an entrepreneurial mindset. You have a passion for helping others as you will be communicating with our clients.


  • 2-3 years of experience in Client Care and Customer Service (preferably in a medical office at the front desk)
  • Psychology graduates are welcome!
  • Basic computer skills
  • Basic spreadsheet experience
  • Scheduling experience
  • Prior experience with electronic medical records (EMR) software
  • Some familiarity with how health insurance coverage works
  • Ability to adjust communication style to relate authentically with individuals of diverse abilities, backgrounds, and interaction styles
  • Desire to learn and become skilled in healthcare systems and processes


  • Supporting therapists with client bookings, payments, administrating intake & consent forms, etc.
  • Client support: answering/returning client calls and emails, processing payments, sending invoices
  • Maintaining Quality Assurance (follow up to payments, securing payment information, uploading secure documents, managing the booking software including schedules and treatments offered)

Skills & Attributes of our ideal candidate….

  • Dynamic, self-motivated individual with the ability to work independently, proactively, and well under pressure
  • Strong communication skills, ability to communicate professionally and with compassion to clients with patience when dealing with challenging clients
  • Confidence to share ideas and constructive criticism to help us grow
  • Juggling multiple projects and to-do’s simultaneously is no problem for you — you work well under pressure, meet deadlines and keep promises
  • Tech savvy (we are mostly paper-less and everything is online)
  • An appetite for innovation and simplicity who is highly process oriented
  • Working autonomously comes easy to you but you also love collaborating
  • Considerable experience using the Microsoft Office Suite, Google Drive Suite, Gmail, Dropbox, Mac, Windows in a work environment

About Us

We provide therapy services to children and families. Our goal is to help families heal from trauma and overcome challenges related to behavioral issues, school problems, attention-deficit disorders, anxiety, and depression. We place a strong emphasis on combining art and play-based therapies and other evidenced based techniques to teach the skills necessary to help children and families succeed.

Our office is conveniently located on NW 23rd Ave in Portland, Oregon and offers both in-person and tele-health appointments.

Our Vision

We help children and families in our community heal from complex trauma and restore balance and connection through evidence-based practices.

Our Core Values


Learn and Be Curious

Diversity and inclusion

Community, Collaboration, Respect, and Empowerment


Application Process:

In addition to submitting a resume and cover letter:

We thank all applicants for their interests: Only those under consideration will be contacted.

Job Type: Part-time


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