About Blue Cat Neuropsychology, PLLC Blue Cat Neuropsychology is a science-driven private practice dedicated to neuropsychological, psychoeducational, and developmental evaluation services. We are deeply committed to high-quality, evidence-based assessment that helps clarify diagnosis, strengths, and needs across the lifespan so that clients and their families can make informed decisions about treatment, accommodations, and supports. Our work informs educational planning, medical collaboration, cognitive rehabilitation, and functional recommendations in daily life. Blue Cat is a warm, collaborative, and client-centered private practice dedicated to providing high-quality services to individuals, couples, and families. As a growing practice, we value compassion, operational excellence, flexibility, and a supportive work environment. We are seeking a skilled, organized, and motivated administrative support assistant who is passionate about providing exceptional client service and supporting the daily operations of our practice. Position Overview The Administrative Assistant serves as the primary point of contact for our clients and plays a vital role in ensuring the smooth, efficient daily operations of the practice. In this multifaceted role, the assistant supports our team by managing essential office operations, including telephone and fax reception, precise record-keeping, and secure document management. Qualified candidates must demonstrate superior communication and organizational skills, with a steadfast commitment to maintaining HIPAA compliance and client confidentiality. This position requires a proactive professional who can troubleshoot administrative challenges, prioritize tasks effectively, and exercise sound judgment in fast-paced situations. Key daily responsibilities include greeting clients, coordinating appointment schedules, and facilitating the accurate distribution and collection of intake paperwork.

Key Responsibilities Client Relations & Reception:

Welcome clients warmly, answer phone calls and emails, address inquiries about our services, and manage the waiting area to ensure a comfortable environment.

Intake & Scheduling:

Coordinate the intake process for new clients, gather necessary documentation, and manage the scheduling calendar for assessments.

Administrative Support:

Maintain electronic health records (EHR) with high accuracy, manage incoming/outgoing mail, and assist with the preparation of client files and assessment materials all in compliance with HIPAA guidelines.

Billing & Financial Administration:

Process client payments, assist with invoicing as needed, and coordinate basic billing inquiries or insurance documentation as needed.

Office Operations:

Monitor and order office supplies, maintain organization of the physical office space, and collaborate with the team to optimize administrative workflows.

Qualifications Experience:

Minimum of 2+ years of administrative, receptionist, or office management experience within a medical, psychological, or allied healthcare setting.

Communication Skills:

Exceptional verbal and written communication skills, with a compassionate and professional demeanor suitable for interacting with diverse client populations. Bilingual welcome.

Technical Proficiency:

Strong MacOS skills including experience with electronic health record software and Google Workspace.

Organizational Skills:

High attention to detail, strong multitasking abilities, and a proactive approach to problem-solving.

Confidentiality:

Strict adherence to HIPAA guidelines and a deep commitment to maintaining client privacy and confidentiality. Ability to work both independently and as a team. What We Offer Flexible scheduling Competitive pay A genuinely supportive team culture — we're friendly, understanding, and flexible, and we step in to help each other whenever it's needed. You're never on an island here. A comfortable office space designed to feel warm and welcoming — not clinical and sterile. Ideal Candidate We would love to bring on someone who is: Compassionate and committed to quality care Interested in building a long-term relationship with the practice Highly organized and detail oriented Ability to multitask, prioritize, and work efficiently in a fast-paced environment. Proactive problem solver Excellent communicator Knowledge of insurance and HIPAA-compliant practices Some knowledge of psychological and/or neuropsychological concepts/practices Proficient in Google Drive and EHR workspaces, and use of Mac products

Work Location:

In person