Therapy Administration Officer

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Job Description: Therapy Administrative Officer

Job Title: Therapy Administrative Officer

Role : Clinical Operations & Administration

Job Summary

In this role, you will play a crucial part in bridging clinical operations, client engagement, and practice growth. You will be responsible for managing therapist schedules, monitoring clinical performance metrics, keeping client’s commitment to therapy, on track through proactive follow-ups, managing resisting client situations, supporting lead management, and coordinating clinical webinars and group meetings.

Key Responsibilities1. Therapist Schedule & Performance Management

• Calendar Management: , Scheduling sessions day to day basis and avoiding overlaps or gaps.
• Performance Tracking: Monitor key performance metrics for therapists (e.g., session completion rates, client retention, cancellation/no-show rates, clinical hours).
• Goal Alignment & Assistance: Assist therapists in tracking and achieving their monthly clinical and professional goals.
• Individual Goals: Meet personal administrative KPIs related to client retention, booking fulfillment, and response SLAs.

2. Client Engagement, Retention & Support

• Proactive Follow-Ups: Maintain consistent touchpoints and regular follow-ups with existing clients for recurring bookings, session renewals, and therapy plan continuity.
• Handling Difficult/Resisting Clients: Compassionately manage client resistance, dropped sessions, or reluctance toward ongoing treatment through active listening, de-escalation techniques, and administrative problem-solving.
• Client Retention: Address scheduling concerns, and minimize session drop-offs through compassionate communication.

3. Lead Management & Inquiry Support

• Handling Inquiries: Manage inbound calls, messages, and emails from prospective clients seeking therapy services.
• Lead Collaboration: Work closely with the Lead Management / Sales/Marketing team to qualify incoming leads, assign appropriate therapists based on clinical fit, and ensure timely conversion to initial bookings.

4. Webinar Coordination

• Webinar Organization: Coordinate end-to-end logistics for educational webinars, mental health workshops, and community outreach events organized by the clinic.
• Promotion & Support: Assist with pre-event registrations, technical setup, speaker coordination (therapists/guest speakers), post-event follow-ups, and participant feedback collection.

Required Qualifications & Skills

• Education: Bachelor’s or Master’s degree in Business Administration, Healthcare Management, Psychology or a related field.
• Experience: Minimum 3 years of administrative or operations experience in a clinical, healthcare, mental health, or wellness environment (experience in a therapy/counseling center preferred).
• Communication Skills: Exceptional verbal and written communication skills with strong empathy, patience, and conflict-resolution abilities. English
• Technical Proficiency: Proficiency with Practice Management Google Workspace / MS Office, AI, and CRM tools.

Job Type: Full-time

Pay: Up to ₹35,000.00 per month

Experience:

• total work: 1 year (Preferred)

Work Location: In person