Practice Assistant

Integrative Couples Therapy is looking for a Practice Assistant to join our team. This role is essential in providing a welcoming experience for our clients and supporting the growth and efficiency of our practice. Based at our Encinitas office, this position supports ongoing administrative, marketing, and outreach responsibilities. Our mission is to strengthen relationships within the Encinitas community and beyond. The Practice Assistant is a key member of our team.

To Apply: Email your cover letter and resume to cristina@integrativecouplestherapy.com.

Important Details Regarding This Position:

  • Pay is $20 per hour and employee will be W2 status.

  • This is an office position based in Encinitas, CA.

  • This position will commence as a temporary position, with the possibility of evolving into a full time position and pay increase, based on performance and business needs.

  • 20 hours per week. Monday to Friday. 12:00pm to 5:00pm.

Responsibilities:

  • Be helpful, engaging, and supportive for prospective clients, current clients, community members, ICT therapists and ICT Practice Owner

  • Answer phone calls with warmth, compassion, and confidence.

  • Promptly respond/reply to all voicemails, texts, emails, and website form submissions throughout your shift.

  • Be professional, friendly, and use proper etiquette in written and verbal communication.

  • Clearly explain our services.

  • Connect callers with resources and other local providers when indicated.

  • Track prospective and incoming clients in our CRM.

  • Add new clients and manage existing clients in electronic health record software.

  • Manage and maintain confidential client information, HIPAA, and adhere to all legal and ethical procedures regarding client care. Training is provided.

  • Respond to all communications promptly throughout shift.

  • Call clients when billing issues arise.

  • Stay in touch with new clients as needed to ensure they are supported during the intake process.

  • Be a helpful resource for clients as needed throughout their therapy journey.

  • Conduct daily social media posts on Instagram, Facebook, TikTok, LinkedIn, and Google My Business.

  • Conduct weekly reports and email practice owner reports every Friday.

  • Assist with set up and registrations at live and virtual workshops.

  • Remain client-centered, emotionally balanced, and responsive during difficult conversations.

  • Engage in the highest level of service with clients, community members, and ICT therapists.

  • Be willing to research and find answers on your own, and willing to ask for help from practice owner, when uncertain of policies or procedures.

  • Be tech savvy and confident in researching and presenting new ideas, tools and systems that can assist us with efficiency and growth.

  • Update website as assigned; web and mobile

  • Assist with monthly blog/newsletter emails.

  • Work closely with practice owner.

  • Attend local networking events as assigned.

  • Create and maintain professional relationships with referral sources.

  • Run errands and maintain office as assigned.

  • Assist with administrative, customer service and marketing duties as assigned.

Skill set:

  • Excellent communicator (phone, text, email, social media, verbal, body language)

  • Social media and tech savvy

  • Highly organized

  • Responsive

  • Confident

  • Detailed oriented

  • Engaging and warm

  • Able to implement and follow systems and procedures

  • Able to follow directions

  • Life long learner

  • Strong work habits

  • Highly dependable and reliable

  • Able to prioritize and manage time effectively

  • Good at problem solving, troubleshooting, and taking initiative

  • Able to remain responsive under pressure

  • Empathic and compassionate

  • Helpful nature with a true desire to be a source of support for others.

Minimum Qualifications:

  • High School Diploma

  • Strong personal interest in couples therapy and mental health.

  • Experience in sales, customer service, marketing, or office administration.

  • Easily able to commute to our office in Encinitas, CA.

Preferred Qualifications:

  • Bachelors Degree in Psychology or Business/Marketing

  • Administrative experience in a marriage and family therapy or mental health practice.