Virtual Assistant Position

Rancho Counseling is now hiring for a part-time Virtual Assistant.

This position is 8 hours per week with the possibility of increased hours (up to 15 per week) as the practice continues to grow.

Pay rate is $20 per hour.

About the position:

Rancho Counseling's Virtual Assistant (VA) answers phone calls and emails from potential clients. The VA conducts phone consultations with potential clients to ensure they are a good fit for our practice. This includes finding out about the type of problem the client is facing, explaining how we work with people, discussing fees, session frequency, and answering questions about insurance. The VA then matches the client with a therapist, sets them up in our system, and notifies the therapist of the new appointment. They may refer the client to other providers if we aren’t a good fit for them.

Rancho Counseling's VA tracks the source of the potential client inquiries and the results of their communication (referred out, scheduled, etc). They compile monthly reports about client services, retention, and therapist time. The VA sends satisfaction surveys when clients successfully complete therapy and tracks our results over time. The VA must maintain client confidentiality. Our services qualify as healthcare services and we have a legal obligation to maintain our clients’ confidentiality. This means that you cannot share identifying information about the people you communicate with and must follow Rancho Counseling protocols for safely storing client information.

The VA also assists in some basic marketing duties, including preparing posts for our social media platforms, basic video editing, posting videos to YouTube and our blog, etc.

Other support and administrative tasks may be assigned as needed.

The VA must have a smart-phone, computer, and reliable internet service.

We are looking for the following skills:

General admin skills and perfect attention to detail
Good memory for client base
Doesn’t mind interacting with people who need a lot of support due to emotionality such as multiple reminders and repeating instructions and comfortable talking to others about their personal lives
Good interpersonal boundaries (warm and supportive but firm and doesn’t feel guilty about enforcing a policy)
Problem solver
45+ WPM
Excellent written and verbal communication
Able to multitask
Good at anticipating what needs to be done… and DOES IT
Excellent internet research skills
Social media skills a plus but not required
Able to compile reports with instruction
Good at creating and altering systems as well as automation of tasks
Knowledge with the following programs is a plus but not required: Simple Practice, Phone.com, Google Workspace, Trello, MarcoPolo, Gusto, Squarespace, iMovie, Canva