Mindful Admins
Part-Time Virtual Administrative Support Specialist
Mindful Admins, Nashville, Tennessee, United States, 37247
About Mindful Admins
Mindful Admins is a virtual administrative, marketing support and recruiting agency dedicated to empowering mental-health private practices across the country. We believe exceptional care starts with exceptional support—through thoughtful communication, proactive problem-solving, and creating seamless experiences for both clinicians and their clients.
Our team thrives on flexibility, collaboration, empathy, and excellence. We’re looking for detail-oriented professionals who love remote work and find meaning in supporting clinicians who are changing lives every day.
The Role As an
Administrative Support Specialist , you'll provide high-level virtual support to mental-health providers nationwide. You'll be the behind-the-scenes partner who keeps practices running smoothly, from coordinating intake, managing schedules, organizing systems, and ensuring every client interaction feels warm, professional, and responsive.
For many practices, you’ll be the first voice they hear or the first message they receive. Your work directly shapes their experience and helps clinicians focus on what they do best: providing care.
This role is perfect for someone who is proactive, tech-savvy, naturally organized, and energized by helping others succeed.
Client Intake & Referral Management
Respond promptly and warmly to phone, email, and website inquiries
Screen and prepare potential clients using practice-specific intake procedures
Schedule new and returning clients while managing cancellations and rescheduling requests
Enter and maintain accurate, up-to-date client information in EHR systems
Communicate clearly with clients about policies, billing, availability, and next steps
Inbox, Phone & Calendar Management
Manage client and practice communications with professionalism and care
Prioritize messages, flag urgent matters, and respond according to established protocols
Maintain organized calendars, coordinate recurring appointments, and track clinician availability
Confirm appointments and follow up as needed to reduce no‑shows
Operations & Administrative Support
Learn and maintain each practice’s unique workflows, preferences, and communication style
Assist clinicians with documentation tracking, forms, system updates, and practice management tasks
Research and update referral lists and community resources
Support marketing efforts through research, outreach, and identifying strategic contacts
Ensure HIPAA compliance at all times (comprehensive training provided during onboarding)
Handle ad‑hoc administrative projects with flexibility and initiative
What You Bring Required Qualifications
High school diploma or equivalent
Minimum 6 months of administrative experience
Proven ability to self‑manage, prioritize tasks, and meet deadlines consistently
Excellent customer service skills with a friendly, compassionate communication style
Strong proficiency with Google Workspace (Docs, Sheets, Slides, Drive)
Outstanding written and verbal communication abilities
High attention to detail and exceptional organizational skills
Ability to multitask effectively in a dynamic, fast‑paced environment
Reliable high‑speed internet connection and comfort with virtual collaboration tools
Genuine empathy and strong active listening skills in all client interactions
Be available to perform three daily client check‑ins each week
Preferred Experience
Background in mental health, medical, or healthcare administration
Experience supporting multiple clients or juggling competing priorities
Familiarity with EHR systems such as SimplePractice, TherapyNotes, IntakeQ, TheraNest, or Jane App
Sales, inquiry conversion, or customer relationship management experience
Quick learner who adapts easily to new tools, systems, and processes
Who Thrives Here
Works independently but communicates proactively with their team
Finds satisfaction in creating order, clarity, and efficiency
Is dependable, punctual, and consistently reliable
Brings a positive, solution‑oriented mindset to challenges
Has genuine respect and appreciation for the mental‑health field
Values clear communication, healthy boundaries, and mutual respect
Is excited to be a trusted support partner to dedicated clinicians
Why Join Mindful Admins?
Flexible part‑time schedule designed for work‑life balance
Supportive, collaborative team environment
Paid new‑hire training
Opportunities to grow into account management, billing, or marketing roles
Meaningful work supporting mental‑health practices nationwide
Compensation: $23 / hour (approximately 15 hours per week)
Fully Remote: Applicants must currently reside in Tennessee to be considered
#J-18808-Ljbffr
Our team thrives on flexibility, collaboration, empathy, and excellence. We’re looking for detail-oriented professionals who love remote work and find meaning in supporting clinicians who are changing lives every day.
The Role As an
Administrative Support Specialist , you'll provide high-level virtual support to mental-health providers nationwide. You'll be the behind-the-scenes partner who keeps practices running smoothly, from coordinating intake, managing schedules, organizing systems, and ensuring every client interaction feels warm, professional, and responsive.
For many practices, you’ll be the first voice they hear or the first message they receive. Your work directly shapes their experience and helps clinicians focus on what they do best: providing care.
This role is perfect for someone who is proactive, tech-savvy, naturally organized, and energized by helping others succeed.
Client Intake & Referral Management
Respond promptly and warmly to phone, email, and website inquiries
Screen and prepare potential clients using practice-specific intake procedures
Schedule new and returning clients while managing cancellations and rescheduling requests
Enter and maintain accurate, up-to-date client information in EHR systems
Communicate clearly with clients about policies, billing, availability, and next steps
Inbox, Phone & Calendar Management
Manage client and practice communications with professionalism and care
Prioritize messages, flag urgent matters, and respond according to established protocols
Maintain organized calendars, coordinate recurring appointments, and track clinician availability
Confirm appointments and follow up as needed to reduce no‑shows
Operations & Administrative Support
Learn and maintain each practice’s unique workflows, preferences, and communication style
Assist clinicians with documentation tracking, forms, system updates, and practice management tasks
Research and update referral lists and community resources
Support marketing efforts through research, outreach, and identifying strategic contacts
Ensure HIPAA compliance at all times (comprehensive training provided during onboarding)
Handle ad‑hoc administrative projects with flexibility and initiative
What You Bring Required Qualifications
High school diploma or equivalent
Minimum 6 months of administrative experience
Proven ability to self‑manage, prioritize tasks, and meet deadlines consistently
Excellent customer service skills with a friendly, compassionate communication style
Strong proficiency with Google Workspace (Docs, Sheets, Slides, Drive)
Outstanding written and verbal communication abilities
High attention to detail and exceptional organizational skills
Ability to multitask effectively in a dynamic, fast‑paced environment
Reliable high‑speed internet connection and comfort with virtual collaboration tools
Genuine empathy and strong active listening skills in all client interactions
Be available to perform three daily client check‑ins each week
Preferred Experience
Background in mental health, medical, or healthcare administration
Experience supporting multiple clients or juggling competing priorities
Familiarity with EHR systems such as SimplePractice, TherapyNotes, IntakeQ, TheraNest, or Jane App
Sales, inquiry conversion, or customer relationship management experience
Quick learner who adapts easily to new tools, systems, and processes
Who Thrives Here
Works independently but communicates proactively with their team
Finds satisfaction in creating order, clarity, and efficiency
Is dependable, punctual, and consistently reliable
Brings a positive, solution‑oriented mindset to challenges
Has genuine respect and appreciation for the mental‑health field
Values clear communication, healthy boundaries, and mutual respect
Is excited to be a trusted support partner to dedicated clinicians
Why Join Mindful Admins?
Flexible part‑time schedule designed for work‑life balance
Supportive, collaborative team environment
Paid new‑hire training
Opportunities to grow into account management, billing, or marketing roles
Meaningful work supporting mental‑health practices nationwide
Compensation: $23 / hour (approximately 15 hours per week)
Fully Remote: Applicants must currently reside in Tennessee to be considered
#J-18808-Ljbffr