The Community Manager oversees daily clinic operations, ensures a smooth and welcoming patient experience, and supports staff with scheduling, communication, and coordination needs. They serve as the “vibe setter” of the clinic, creating a safe, supportive environment while managing outreach, referrals, supplies, and administrative tasks to keep the clinic running efficiently.

About Kotel ATX PLLC

We provide cutting-edge, evidence-based mental health treatments to start you on the path to healing. Mental wellness is not one-size-fits-all. Care needs to be tailored to your needs. Whether you’re new to treatment or frustrated by past efforts, we offer ketamine treatments tailored to meet you at every stage of your journey.

Description

Community Managers are magnetic people who curate the experience of the clinic’s patients and team to cultivate community.

Their role is essentially ‘head of set and setting’ or vibe tuner; they build rapport with

patients, curate an environment of safety and belonging, and maintain smooth running of the clinic.

The main tasks include patient outreach and communications, scheduling appointments and staffing, and tracking and owning the responsibility for the success of the clinic. They work closely with the interventional team and the on-site providers to ensure that patients receive the best possible care.

This is an enjoyable role for those who enjoy to host, being a caring conﬁdant, and have an entrepreneurial drive.

POSITION REQUIREMENTS:

Education: Minimum requirements are High School diploma, GED, or equivalent years of experience.

Licensure: N/A

Certiﬁcation(s): N/A

Skills: Propensity to connect with people, actively listen, and cultivate a sense of

familiarity for lost souls.

If you are someone people often open up to, and come away feeling heard and seen, then you will thrive in this role.

This must be coupled with joy in providing a high-quality customer service over the phone, in person, and via electronic communication, and an entrepreneurial spirit.

Excellent organizational skills, attention to detail, and intrinsic motivation are also necessary.

Appreciate the sense of urgency in getting people into care, and responsibility for the clinic’s harmony and effectiveness in treating as many patients as we can, as immediately as we can. This often involves addressing concerns and doubts of those who have high anxiety and doubt, and are new to the concept of ketamine therapy.

This is a management job, so one must be comfortable with people management, and owning the outcome.

Work Experience

Ideal candidates will have experience working with a vulnerable population to provide care, support, and ﬁnd pleasure in customer service for the most hard to please clients. They will also have experience in people management, for example in high touch healthcare or hospitality. Entrepreneurial experience, or that in a start-up is also appreciated. Leading teams or hosting groups is also helpful.

ESSENTIAL FUNCTIONS:

1. Responsible for the day-to-day operations of the clinic being carried out in partnership with clinical staff & leadership to ensure a positive patient experience.

2. Welcome patients and assist in care coordination with a friendly demeanor, genuine interest in how they’re doing, and providing assistance in-person, by phone, or through email correspondence.

3. Nurture a supportive environment and proactive communication within the clinic wherein staff, patients, and leadership feel heard, and information and initiatives are disseminated and implemented harmoniously.

4. Lead strategies to reﬁne the patient experience, championing creativity and wellbeing to enhance the ‘set and setting’

5. Schedule new & existing patients by prioritizing the patient’s unique needs and requests. Process all patient referrals in the order received to minimize the delay in continuity of care.

6. Perform outbound calls and respond to inbound calls in accordance with Heading protocol as outlined in the Patient Care Coordinator SOP.

7. Ensure all necessary EHR documentation is completed according to the Patient Services Coordinator SOP. Ensure deliveries are passed on to the correct departments.

8. Responsible for ensuring supplies for present to allow the clinic to perform seamlessly, consistently, and increase patients satisfaction and therefore treatment adherence and outcome.

9. Leadership and sportsmanship trustworthy of the responsibility for the clinic in terms of stocking and staffing, scheduling, oversight. Timely communication & cooperation with building management & office staff to ensure center needs are met through effective communication.

10. Scheduling & administrative duties around interventional patients as assigned and in partnership with the interventional care coordination team.

11. Performs other duties as assigned, including assuring staffing and supply needs are met to provide care to patients.

Interested? Contact molly.h@headinghealth.com

Currently located in Texas.

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