Receptionist/Psychometrician

Position Overview:

As a Wellness Coordinator, you will play a crucial role in supporting our mission to empower individuals with personalized, integrative, and holistic care. Your role is also important to support the care team in providing excellent client care and communication.

Specific Responsibilities:

A. Administrative Work (Client-related)

• Maintain accurate and organized client records and other documentation in compliance with clinic policies and legal regulations.
• Assist in organizing client files and streamlining client journeys, including the management of the appointment calendar of the clinic.
• Coordinate with the Wellness Coordinator team regarding room use and scheduling to ensure availability and prevent double bookings.
• Accept deliveries and mail, organize them to be distributed to the correct recipients, and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup.
• Assist in coordinating appointments, follow-ups, and referrals based on client needs and clinic protocols.
• Function as a cashier to receive payments from clients, as well as coordinate with accounting for financial reports.
• Coordinate the scheduled appointments of the clients and ensure timely payments are made prior to the availability of service.
• Coordinating necessary forms to be filled out by the clients and organizing these to be used by the care team.

B. Client Relations

• Support a welcoming and professional client experience by maintaining a calm, organized, and client-centered waiting area, and addressing basic client concerns or questions in a timely and respectful manner.
• Assist and attend to the clients while they are in the waiting area.
• Coordinate necessary documentation with the care team and the clients, documentations include video updates, reports, and other necessary files
• Collaborate with the care team to provide ongoing support and monitoring for clients, addressing any administrative or logistical concerns.
• Assist in gathering client feedback (e.g., post-session check-ins, surveys), and relay insights to the care team to support ongoing quality improvement.

C. Affiliate Coordination

• Coordinate with affiliates regarding scheduling, client sessions, and clinic availability, ensuring alignment with clinic protocols and standards.
• Assist affiliates with logistical and administrative support, including preparation of client materials, coordination of necessary documentation, and facilitation of communication with clients and the internal care team.
• Serve as the primary point of contact for affiliate needs related to space use, calendar management, and access to clinic resources.
• Ensure timely and accurate relay of information between affiliates and the clinic team to support seamless client care.
• Support affiliates in maintaining compliance with clinic policies, including documentation, confidentiality, and client communication procedures.

D. Sales Tracking

• Ensure timely tagging and updates of the sales tracker.
• Monitor sales tagging on the quick books, along with the Accounting Personnel.
• Issue sales invoices to the clients and coordinate with the necessary departments to ensure continuous issuance of invoices.

E. Internal Relations

• Coordinate and maintain effective working relationships with internal units including the Wellness Coordinator (WC) team, movement division, accounting, management, and administrative staff to ensure seamless client care and operational efficiency.
• Communicate regularly with the accounting team regarding financial documentation, payments, and sales tracking to ensure alignment and transparency.
• Participate in regular team meetings, case conferences, and coordination meetings to align on clinic developments, share operational insights, and contribute to service improvement.
• Support internal communication by ensuring timely relay of updates, requests, and documentation between units.
• Participate in ongoing professional development and training opportunities to further your knowledge of client care techniques, communication mental health, functional medicine, and client care techniques.

F. Ethical Conduct and Confidentiality

• Uphold strict confidentiality and privacy standards in all client-related and internal communications, in accordance with clinic policy and applicable legal regulations.
• Demonstrate professionalism, cultural sensitivity, and alignment with the clinic's mission and values in all interactions with clients, affiliates, and team members.

G. Psychometrician Functions and Responsibilities

ASSESSMENT SUPPORT

• Assist in conducting intake interviews under the supervision of a licensed psychologist or clinical director.
• Administer, score, and interpret selected psychological tests within the scope of training and supervision.
• Conduct behavioral observations during assessment sessions and provide detailed observation notes to the supervising psychologist.
• Assist in the preparation of test materials, scoring protocols, and assessment documentation.
• Collaborate with psychologists in integrating test results and clinical data into comprehensive reports.
• Administer, score, and summarize results of psychological assessments conducted for the recruitment and screening of MIND+ applicants, under supervision and in coordination with HR.
• Maintain the confidentiality and ethical handling of all assessment materials and results.

PROGRAM DEVELOPMENT AND FACILITATION

• Collaborate with the clinical team in the development of psychoeducational programs, workshops, and group interventions.
• Assist in creating program content, materials, and evaluation tools (e.g., feedback forms, pre- and post-program assessments).
• Support in the facilitation of selected workshops, group sessions, or psychoeducational programs, under supervision and within scope of competence.
• Contribute insights from assessments and behavioral observations to help tailor program design and implementation.
• Provide logistical and documentation support during program delivery (e.g., attendance, materials preparation, data encoding, and evaluation summaries).

PROFESSIONAL GROWTH AND COLLABORATION

• Participate in case conferences, supervision meetings, and internal training sessions to strengthen clinical and assessment competencies.
• Uphold the highest ethical and professional standards in line with the Psychological Association of the Philippines (PAP) guidelines and clinic policies.
• Engage in continuous professional development and training relevant to assessment, facilitation, and program implementation.

Job Type: Full-time

Pay: From Php20,000.00 per month

Work Location: In person