Virtual Practice Administrator Helena House Therapy | Part-Time | Remote
About Helena House Therapy
Helena House Therapy is a trauma-focused private practice rooted in compassionate, faith-informed care. Our work is grounded in Catholic values and a sacramental view of human dignity — we believe in accompanying people through suffering with faith, hope, and compassion. We work with individuals navigating trauma, depression, anxiety, perinatal mental health, vocational discernment and life transitions. We're building something intentional here — a practice where both clients and team members feel genuinely supported.
The Role
We're looking for a warm, organized, and tech-comfortable administrator to support the behind-the-scenes operations of a growing virtual therapy practice. This is a part-time remote position with set weekly hours. You'll be working closely with the founder to keep the practice running smoothly so she can stay focused on her clients.
This role will grow with the practice. While the initial focus is administrative, there is opportunity over time to take on client-facing responsibilities including intake coordination.
What You'll Do
- Manage client scheduling, intake forms, and consent documentation
- Handle client communications via email and phone with professionalism and warmth
- Process payments and follow up on outstanding balances
- Maintain accurate clinical files and records in our practice management system
- Support onboarding of new clients and ensure a smooth intake process
- Assist with general administrative tasks to keep the practice organized and running efficiently
You'll Thrive Here If You:
- Are deeply organized and think proactively — you spot what needs to happen before being asked
- Communicate with warmth and professionalism, especially in sensitive contexts
- Work well independently and manage your time without close supervision
- Are comfortable with technology and pick up new tools quickly
- Have a personal appreciation for and comfort with faith-integrated, Catholic-informed care
- Align with a trauma-sensitive, dignity-centered practice culture
- Have experience in a medical, mental health, or client services setting (preferred)
Technical Requirements
- Reliable home office setup with stable internet
- Comfortable with Google Workspace (Gmail, Calendar, Drive)
- Experience with or willingness to learn practice management software (we use SimplePractice, transitioning to Jane App)
Qualifications
- 2+ years of administrative or client-facing experience, ideally in a healthcare or mental health setting
- Psychology students or graduates warmly welcomed
- Strong written and verbal communication skills
To Apply
Please send your resume and a brief note about why this role interests you to admin@helenahousetherapy.com. Learn more about our practice at helenahousetherapy.com.