Join our Team

If you're ready to bring your skills and passion to a team dedicated to making a difference, we’d love to connect with you.

Administrative Assistant

Part-time (20 hrs/week), remote (Houston Area Preferred), reports to Practice Manager

About Us

Empathy First Clinical Counseling and Consulting is a client-centered mental health practice dedicated to providing compassionate, evidence-based care to individuals, families, and groups. Our team of licensed clinicians is committed to creating a welcoming and affirming environment where every client feels seen, heard, and supported. We are growing, and we are looking for an organized, warm, and professional Administrative Assistant to be the backbone of our office operations.

Position Overview

The Administrative Assistant serves as the first point of contact for clients, families, and referral partners. This is a part-time, fully remote position working 20 hours per week. We are particularly interested in candidates based in the Houston, TX area, as this role may transition to an in-office position as the practice grows. This role requires a highly organized, empathetic, and tech-savvy professional who can manage multiple priorities while maintaining a calm, welcoming presence. The ideal candidate thrives in a fast-paced healthcare environment and understands the importance of confidentiality, accuracy, and client-centered communication.

Key Responsibilities

1. Client Communication & Customer Service

   • Answer and manage a multi-line phone system, responding to client and family inquiries in an empathetic and professional manner.

   • Monitor and respond to the practice email inbox in a timely fashion, triaging messages appropriately.

   • Interact with clients to create a warm, professional impression that reflects empathy-first care.

   • Address client and family concerns with patience, professionalism, and a solutions-oriented approach.

2. Billing & Insurance Support

   • Serve as the primary point of contact for client billing questions, including co-pays, balances, invoices, and payment plans.

   • Communicate billing information to clients and families compassionately and clearly, including explaining insurance benefits, out-of-pocket costs, and other payment options.

   • Coordinate to resolve account discrepancies and follow up on outstanding balances.

   • Collect and process payments in accordance with practice policy and HIPAA guidelines.

3. Electronic Medical Records (EMR) Management

   • Accurately enter, update, and maintain client demographic and insurance information in the EMR system.

   • Ensure all intake forms, consent documents, and clinical notes are properly uploaded and organized.

   • Assist clinicians with administrative tasks within the EMR.

   • Protect client confidentiality at all times in accordance with HIPAA regulations.

4. Scheduling & Clinician Support

   • Manage and maintain clinician appointment calendars, ensuring accuracy and efficiency.

   • Schedule, reschedule, and cancel appointments for clients, across multiple providers and locations.

   • Send appointment reminders via phone, email, or text and track cancellation and no-show patterns.

   • Coordinate referrals and facilitate smooth communication between clients and their assigned clinicians.

5. General Office Administration

   • Manage general office supplies, correspondence, and day-to-day administrative tasks.

   • Support practice leadership with special projects and administrative needs as they arise.

   • Maintain a clean, organized, and professional office environment.

Qualifications

Required

• High school diploma or equivalent required; Associate’s or Bachelor’s seeking preferred.

• Minimum 2 years of experience in an administrative, receptionist, or customer service role, preferably but not necessarily in a healthcare or mental health setting.

• Demonstrated experience managing phone lines and professional email correspondence.

• Comfort discussing billing and insurance matters with clients and families in an empathetic, clear manner.

• Proficiency with electronic medical records (EMR) systems; experience with platforms such as SimplePractice, TherapyNotes, or similar preferred.

• Strong computer skills including Microsoft Office Suite and Google Workspace.

• Exceptional organizational skills and attention to detail.

• Ability to maintain strict confidentiality and comply with HIPAA standards.

Preferred

• Experience working in a mental health, behavioral health, or medical office environment.

• Located in or near the greater Houston area (preferred, as an in-office opportunity may become available).

• Multilingual candidates are strongly encouraged to apply. (English/Spanish/Urdu)

• Familiarity with insurance verification and authorization processes.

• Genuine passion for mental health and the mission of Empathy First.

What We Offer

• Competitive part-time compensation commensurate with experience.

• Fully remote work schedule — Monday through Friday, 4 hours per day (20 hours/week).

• Supportive, mission-driven team culture centered on empathy and inclusion.

• Opportunity to grow with the practice — potential path to a full-time, in-office role for Houston-area candidates.

• A meaningful role at the front lines of mental health access and care.

How to Apply

Please submit your resume and a brief cover letter describing your experience in administrative support and why you are drawn to the mission of Empathy First Clinical Counseling and Consulting to careers@empathyfirstclinical.com. Only applicants selected for an interview will be contacted.

Empathy First Clinical Counseling and Consulting is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

• Empathy First Clinician — This position has been filled

For a position not currently open, you may send your resume to careers@empathyfirstclinical.com, where your information will be filed for future consideration.

For more information or questions, send an email to: careers@empathyfirstclinical.com.