VIRTUAL OFFICE ASSISTANT - REMOTE (WASHINGTON STATE ONLY)

Are you looking for a remote virtual assistant role with an inclusive, values-driven group teletherapy practice?

Status: Part-Time W2 (10–15 hours/week) Pay: $22.00 – $25.00 per hour (DOE) Location: Remote (Must reside in Washington State)

ABOUT KIRKLAND EMDR COUNSELING

Kirkland EMDR Counseling is an inclusive, values-driven group teletherapy practice supporting people in their journey of growth. We are a multilingual and multicultural team committed to providing accessible, high-quality mental health care.

We center the following core values in our work with clients and with each other:

• Inclusivity: We take consistent action to be inclusive of individuals of all identities and backgrounds.

• Equity: We acknowledge and actively seek to dismantle systems of racism and oppression.

• Curiosity: We approach our work from a place of authentic learning rather than judgment.

• Healthy Boundaries: We create private, safe spaces to explore experiences and express vulnerability.

ABOUT THE POSITION

We are looking for a warm, empathetic, and highly organized Virtual Office Assistant to serve as the "heart" of our practice. You are the first point of contact for brave individuals reaching out for therapy, and your primary goal is to ensure they feel heard, welcomed, and clearly guided through the scheduling process.

While the Practice Coordinator handles the technical back-end (coding/credentialing), You handle the people. However, we function as a tight-knit team, so we are looking for someone willing to cross-train and provide backup support for operational tasks when the Coordinator is unavailable.

THE SCHEDULE

• Availability: 10–15 hours per week.

• Responsiveness: While this is a remote role with flexibility, we need someone who can check the inbox/voicemail twice daily (Morning and Afternoon) to ensure new clients are not left waiting a reply.

KEY RESPONSIBILITIES

• Intake Coordination: Manage the flow of new client inquiries via email and phone. Screen potential clients for fit, answer questions with warmth, and match them with the appropriate therapist.

• Scheduling & Calendar Management: Maintain therapist schedules, book initial intake appointments, and handle rescheduling requests.

• Basic Benefits Verification: Call insurance companies or use portals to verify a client's basic coverage (e.g., "Do they have a copay? Is their deductible met?") prior to their first session.

• Client Onboarding: Send welcome packets via Sessions Health, ensure paperwork is signed, and manage the waitlist.

• Cross-Functional Coverage (Backup Support): Work closely with the Practice Coordinator. During high-volume billing periods or staff leave, you may be asked to assist with administrative data entry, filing, or basic claims submission to keep the practice operations healthy.

• Compliance: Maintain strict HIPAA compliance and a secure, private home office environment.

QUALIFICATIONS

• Residency: Currently residing in Washington State (Required).

• Experience: Minimum 2+ years of administrative or customer service experience (Mental Health or Medical office experience is required).

• Tech Savvy: Proficiency in Sessions Health is preferred. (Experience with SimplePractice or TherapyNotes is acceptable). Must be comfortable with Google Workspace.

• Soft Skills: You must be able to write and speak with warmth, patience, and impeccable grammar. You understand that reaching out for therapy is scary, and you treat every interaction with care.

• Spanish Language: Bilingual proficiency (written and verbal) is optional but highly desired.

OUR BENEFITS

• Competitive Pay: $22 - $25 per hour (Depending on Experience).

• Remote Work: 100% Work from home.

• Unlimited Unpaid Time Off: We prioritize work-life balance and offer flexible, unlimited unpaid time off to accommodate your travel, family needs, and personal life.

• Paid Sick Leave: Accrued per Washington State Law.

• Growth Potential: Opportunity for increased hours, benefits, and responsibilities as the practice expands.

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION Kirkland EMDR Counseling is an Equal Opportunity Employer. We provide a comfortable and inclusive space for our clients and employees. Applicants are considered for employment without regard to race, creed, color, religion, national origin, sex, age, disability, marital status, sexual orientation, gender identity or expression, status as a veteran, or any other basis prohibited by local, state, or federal laws. We welcome candidates of diverse backgrounds and identities to apply.

HOW TO APPLY:

Please complete our Employment Interest Application form found in the link below.