Join Our Team!

Intuitive Counseling and Hypnotherapy Services, LLC is a private mental health practice that serves client populations in the Fredericksburg, VA and surrounding area.

We are a group of mental health professionals who believe in offering the highest quality care to our clients, focused on a variety of concerns, from trauma, anxiety, depression to autism spectrum, and related concerns as well as serving a large number of veteran/first responders and their families.

We aim to provide innovative services that meet the unique needs of our community and change the conversation about mental health and inclusion so people feel comfortable getting the help they need. We believe in helping individuals and families by providing care that is trauma informed, evidence based, and presumes client competence.

We are seeking a front office - first impressions individual!

Core Responsibilities:

  • Greet clients warmly and maintain a calm, welcoming atmosphere in the reception area.

  • Answer and route incoming phone calls and messages in a timely, professional manner if and when needed.

  • Respond to client inquiries in person or via phone, ensuring confidentiality and compassion.

  • Provide information regarding scheduling, intake paperwork, and general services.

Scheduling & Administrative Support

  • Coordinate cancellations, rescheduling, and waitlist management.

  • Collect, verify, and update client information, including insurance details and contact information.

  • Process intake and consent forms, ensuring all required documentation is complete and securely filed.

Office Operations

  • Maintain a tidy, stocked, and organized front office, waiting area and clinician area.

  • Receive and sort mail, deliveries, and other communications.

  • Assist with light clerical tasks such as scanning, filing, and data entry.

  • Support practice leadership and clinical staff with administrative projects as needed.

Compliance & Confidentiality

  • Adhere to HIPAA guidelines and ensure client confidentiality at all times.

  • Handle sensitive information with discretion and professionalism.

  • Ensure proper documentation and secure storage of client records.

Professionalism & Teamwork

  • Maintain punctuality, reliability, and a professional demeanor.

  • Work collaboratively with clinical and administrative team members.

  • Participate in staff meetings and trainings as required.

Qualifications/Skills

Required:

  • High school diploma or equivalent.

  • Minimum of 1–2 years of experience in an administrative, receptionist, or customer service role (preferably in a healthcare or mental health setting).

  • Strong interpersonal skills with the ability to communicate warmly and effectively with individuals who may be experiencing distress.

  • Demonstrated understanding of and sensitivity to trauma-informed principles (or willingness to be trained).

  • Proficiency in using office technology, including email, phone systems, and scheduling software (e.g., SimplePractice, TherapyNotes, or similar platforms).

  • Strong organizational skills with attention to detail and the ability to multitask in a calm, focused manner.

  • Commitment to maintaining confidentiality and professionalism at all times in accordance with HIPAA and ethical guidelines.

Preferred:

  • Experience working in a mental health, social services, or trauma-informed environment.

  • Familiarity with basic insurance verification processes and handling of client intake paperwork.

  • Bilingual or multilingual skills

  • Basic knowledge of clinical terminology or mental health services.

Company Benefits/Perks

  • Paid training in trauma-informed care and HIPAA compliance, with opportunities to deepen understanding of mental health and client support.

  • Access to continuing education through sponsored workshops, webinars, or local training events relevant to behavioral health administration.

  • Mentorship and cross-training opportunities within the practice for those interested in long-term growth or transitioning into clinical or administrative coordinator roles.

  • Annual personal development stipend (can be used toward skill-building courses, certifications, or mental health-related conferences).

  • Discounted or complimentary therapy sessions with practice clinicians (where ethically appropriate and not in dual roles).

  • Wellness stipend (e.g., $100–$250/year) for self-care services like massage, yoga, gym memberships, or mindfulness tools.

  • Comfortable, serene work environment with access to calming amenities (tea station, essential oils, soft lighting, quiet space).

  • Quarterly appreciation bonuses based on performance and commitment to the practice’s mission.

  • Recognition of milestones, including birthdays, work anniversaries, and personal achievements.

  • Team-building events and wellness days to foster connection, reduce isolation, and build community.

    Qualified and interested applicants please submit your resume with 2 to 3 references to drsmith@intuitivecounselingandhypnotherapy.com