Clinic Aide and Administrative Assistant:

Overview

We are seeking 1-2 dedicated and organized individuals to work at our 3 clinics located in Corte Madera, Windsor and Vacaville. We have opportunities for an in-person Clinic Aide (Windsor and/or Corte Madera), a remote Administrative Assistant, or a hybrid of both for 15-30 hours of work per week. Applicants to one or both positions will be considered. The ideal candidate(s) will play a crucial role in ensuring the smooth operation of our clinics, supporting both patients and clinical staff. This is a part-time, hybrid position (approximately 15 - 30 hours per week) and requires availability on Saturdays. In-person responsibilities will include working in-person as Clinic Aide in our Windsor and/or Corte Madera Clinics, with some in-person administrative work and must be available on Saturdays, while remote work will include administrative work and answering patient inquiries for all three clinic locations. See Key Responsibilities for more details.

General:

• Greet clients warmly and professionally as they enter the clinic.
• Provide excellent customer service by answering questions and addressing concerns with empathy and care.
• Stay informed about clinic services, therapies, and policies to provide accurate information to clients.
• Support clinic staff by communicating client needs and ensuring a smooth workflow (both in person and remote).

Administrative Duties (remote):

• Patient chart checks and paperwork follow-up.
• Maintain accurate and confidential client records and ensure compliance with HIPAA regulations.
• Answering phones and responding to patient inquiries via phone, email, text and passing relevant messages off to staff members via Google Chat Messaging system
• Assist in the coordination of client intake processes, including completing forms and collecting necessary documentation.
• 12-15 hours per week. Tuesday and Thursday availability required.

Clinical Operations Duties (in-person):

• Support front desk operations including, and not limited to, ensuring a positive first impression when greeting patients and visitors, and handling inquiries
• Help create a calming and welcoming environment for clients, promoting a sense of safety and comfort.
• Assist in implementing and maintaining clinic policies and procedures
• Handle administrative tasks such as managing and organizing office supplies and inventory, and maintaining a tidy reception area.
• Support clinical staff with administrative tasks as needed (resetting rooms between patients, assisting with placing of vital sign monitors, escorting patients to/from their vehicles when necessary, providing snacks and beverages, etc.)
• Assist in opening and closing duties at the clinic
• 15-25 hours per week. Must be available to work on Saturdays. Wednesday and Friday availability are a strong plus.

Combined Hybrid Position:

• See Administrative and Clinical Operations Duties for details. Some Administrative duties may be performed during in-person clinical time, when not performing clinical duties.
• 30-35 hours per week. Tuesday - Saturday.

Qualifications:

• High school diploma or equivalent; additional education in psychology, mental health, or related fields is a plus.
• Previous experience as a receptionist or in a customer service role, preferably in a healthcare or clinical wellness setting.
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Strong interpersonal skills with the ability to connect with clients from diverse backgrounds.
• Compassionate and understanding approach to mental health and wellness.
• Ability to handle sensitive information with discretion and confidentiality.
• Proficiency in using electronic health record (EHR) systems, office software (e.g. Google Workspace, Microsoft Office Suites) and handling basic administrative tasks.
• A positive attitude and willingness to learn about psychedelic therapies and their impact on mental health.
• Knowledge of medical terminology and HIPAA regulations (strongly preferred)

Location

The remote Administrative Duties position covers each of our clinic locations, and the in-person Clinical Operations position is available in Sonoma County/Windsor (Wednesday, Friday, Saturday) and Marin County/Corte Madera (Wednesday, Friday, Saturday).

The ideal Clinical Operations candidate lives within less than 30 minutes drive to the their respective clinic and is willing to travel to work in the other clinics when needed.

What we offer

• Competitive salary commensurate with experience ($20 - $30 per hour)
• Opportunities for professional growth and development
• A collaborative and supportive work environment
• The chance to make a meaningful difference in patients' lives
• CIT Clinics is an equal opportunity employer and values diversity in our workplace.

Join our team and be part of a revolutionary approach to mental health and wellness. If you're passionate about helping others and eager to work in an evolving field, we want to hear from you! To apply, please use the link below.

About CIT Clinics

CIT Clinics (www.citclinics.com) is a veteran owned and operated medical clinic that provides comprehensive care for patients suffering from anxiety, depression, PTSD and chronic physical pain. We offer personalized care plans that combine cutting-edge IV Ketamine and nutrient infusions (NAD+, Glutathione, vitamins), with expert-guided psychedelic journeys, Ketamine Assisted Psychotherapy (KAP) and compassionate integration coaching (mindfulness, behavior/habit coaching). Our evidence-based medical protocols combined with a highly personalized and compassionate counseling approach have significantly higher success rates than most conventional physical and emotional pain treatments. Through our Veterans Care Agreement with the VA we are able to treat veterans at no charge.

Our team consists of Board of Anesthesiology certified Anesthesiologists (MD, DO), Certified Registered Nurse Anesthetists (CRNA), Registered Nurses (RN), Psychotherapists (LMFT, PhD, LCSW) with training and experience in Ketamine Assisted Psychotherapy (KAP), Psychedelic Guides and Life Skills Coaches. Our protocols are based on the most current peer-reviewed literature as well as extensive first-hand experience providing thousands of treatments over the past 6 years. We pride ourselves in providing truly integrative patient care and the most efficacious and compassionate treatment available. Our clinics are designed to feel comfortable and cozy, while simultaneously maintaining the rigorous standards of a fully licensed medical clinic.

Our treatment philosophy is centered around an integrative, collaborative approach emphasizing the importance of the overall well-being of the patient (including sleep, nutrition, exercise, social relational, emotion regulation, etc.) through a multi-faceted approach. We believe that each patient’s experience and journey through this healing process is augmented not only by the various properties of the nutrients and medications administered but by the support structure created around a person and the chemistry between patient and the therapeutic team.