Receptionist/Administrative Assistant

Receptionist/Administrative Assistant OpenWorld Psychology Everett, WA Job Details Part-time $22 - $25 an hour 12 hours ago Qualifications HIPAA Patient service Medical scheduling Administrative experience Medical administrative support Full Job Description About OpenWorld OpenWorld Psychology is a neurodiversity-affirming neuropsychological and neurodevelopmental assessment practice serving children, teens, and adults across California, Washington, and Montana. Our work is grounded in the belief that every brain has its own way of thinking, learning, and being, and that good care starts with curiosity rather than judgment. We are growing thoughtfully, and we are looking for an organized, tech-fluent administrative partner to help our clinicians do their best work. About the Role The Administrative Assistant is the in-person face of our Everett clinic and the operational anchor of the front office. You will greet patients as they arrive, manage the flow of the waiting room, coordinate scheduling for the Everett clinical team, and serve as a first point of contact for prospective clients and families. This role is well suited to someone who finds genuine satisfaction in creating order, anticipating needs, and learning new tools quickly. What You Will Do

• Reception and Front Office Greet patients as they arrive, manage check-in and the waiting area, and serve as the welcoming presence that sets the tone for every visit.

Hold the space with warmth, calm, and discretion, recognizing that many of our patients arrive carrying significant anxiety about being there. Coordinate in-office logistics across providers and ensure the clinic environment is ready for each session.

• Scheduling and Coordination Coordinate calendars for the Everett clinical team, including the clinic director, postdoctoral fellow, psychiatric nurse practitioner, and associate clinicians. Manage intake scheduling, client follow-ups, and clinician availability. Triage time-sensitive scheduling questions with sound judgment and a calm, steady tone.
• Client Communication and Customer Service Answer phones, return voicemails, and respond to email inquiries with warmth, professionalism, and discretion. Provide clear and accurate information about services, fees, and the assessment process. Hold the experience of every caller, knowing that many of our clients and families are reaching out after a long search for the right support.
• Operations and Systems Build and maintain organizational systems that scale with the practice. Track clinician credentials, license renewals, and required documentation. Audit intake paperwork for accuracy and completeness. Support billing workflows and basic accounts management.
• Marketing and Outreach Support Assist with advertising, referral outreach, and ongoing marketing efforts.

Help maintain content for the practice website, social media, and client materials. Support events such as our annual open house and community presentations. What You Bring A neurodiversity-affirming orientation. You are comfortable working with and supporting neurodivergent clients, families, and colleagues, and you understand that affirming care is about respect and fit, not accommodation as an afterthought. Exceptional organization and attention to detail. You notice the small things, and you build systems that let other people notice them too. Fluency with AI tools (such as Claude, ChatGPT, or comparable) and a real comfort with adopting new technology. You see software as something to learn, not something to fear. Strong written and verbal communication, with a warm and professional presence on the phone and in writing. The ability to follow HIPAA standards and maintain confidentiality without exception. Located in or near Everett, WA, and able to be on-site Monday through Thursday afternoons. Helpful, Not Required Prior experience in a healthcare, mental health, or professional services setting Familiarity with EHR systems (we use SimplePractice) Comfort with marketing tools such as Canva, email platforms, or social media schedulers Experience coordinating across multiple time zones or jurisdictions How to Apply Send a brief cover letter and resume to . OpenWorld Psychology is an equal opportunity employer. We actively welcome neurodivergent applicants and applicants from backgrounds underrepresented in mental health.

Pay:

$22.00 - $25.00 per hour

Work Location:

In person