Administrative & Clerical Intern \u2013 Behavioral Health Practice

Administrative & Clerical Intern – Behavioral Health Practice Organization: Healing Hearts Counseling Service PLLC Location: Ardmore, Oklahoma Position Type: Internship Schedule: Approximately 8–10 hours per week Reports To: Practice Administrator and/or Chief Executive Officer Department: Administration / Operations Position Summary Healing Hearts Counseling Service is seeking an Administrative & Clerical Intern to gain practical experience in the administrative operations of a behavioral health practice while providing clerical and organizational support to the practice. This is a non-clinical internship position . The intern will support routine administrative, records-management, organizational, and office functions under supervision. The position is designed to provide hands-on exposure to professional office operations, healthcare administration, document management, business systems, and administrative workflow. The intern will not independently manage clinical matters, determine provider/client fit, verify or interpret insurance benefits for clients, make financial arrangements, or make decisions requiring Practice Administrator, clinical, or CEO authority. Primary Responsibilities Assist with routine clerical and administrative tasks. Organize and maintain electronic files and administrative records. Assist with data entry and updating approved trackers. Upload, rename, organize, and file documents according to HHCS document-management standards. Assist with preparation and organization of forms, templates, packets, training materials, and administrative documents. Assist with maintaining provider and administrative files. Review assigned records for missing documents and report discrepancies to the appropriate staff member. Assist with scanning, copying, filing, printing, and assembling materials as needed. Assist with basic spreadsheet and database updates. Support organization of office supplies and administrative materials. Assist with approved administrative projects and special assignments. Maintain assigned task lists and communicate the status of work completed, outstanding items, and questions requiring supervisor direction. Participate in required orientation, HIPAA/confidentiality training, and other assigned administrative training. Administrative Support Boundaries The intern may assist with routine administrative preparation but does not independently: Make clinical decisions or provide clinical services. Determine which clinician should treat a client. Promise provider availability or placement. Independently schedule clients without authorization and established procedures. Interpret insurance coverage or quote benefits to clients. Establish or modify client payment arrangements. Make credentialing, billing, or revenue-cycle decisions. Access information beyond what is necessary for the assigned task. Change policies, procedures, workflows, forms, or systems without approval. Communicate confidential client information outside authorized HHCS systems and procedures. Requirements Qualifications Current college student or individual seeking practical experience in business administration, healthcare administration, office administration, management, human resources, or a related field. Strong organizational skills and attention to detail. Ability to follow written and verbal instructions. Professional written and verbal communication skills. Comfortable using computers, email, spreadsheets, cloud-based documents, and office technology. Ability to maintain confidentiality and appropriately handle sensitive information. Dependable and able to complete assigned work within established deadlines. Willingness to ask questions when clarification or authorization is required. Ability to receive feedback and make corrections when needed. Preferred Qualifications Experience or coursework in healthcare administration, business administration, office management, records management, or behavioral health is preferred but not required. Experience with Google Workspace, Microsoft Office, Zoho, electronic health records, or similar business systems is helpful. Learning Opportunities The intern may gain exposure to: Behavioral health practice administration Healthcare office operations Administrative workflow management Electronic records and document management Professional communication Business technology and administrative systems HIPAA and confidentiality requirements Task and project tracking Provider administrative support Small-business operations Confidentiality Because Healing Hearts Counseling Service is a behavioral health practice, confidentiality is essential. The intern must complete required confidentiality, privacy, security, and HIPAA training before receiving access to protected or sensitive information and must follow HHCS policies regarding information access and use. Performance Expectations The intern is expected to demonstrate professionalism, dependability, accuracy, confidentiality, attention to detail, appropriate communication, and timely completion of assigned responsibilities. The intern should communicate when an assignment is completed, when additional information is needed, or when a task cannot be completed as directed. Important: This internship is administrative and clerical in nature and does not constitute clinical training or a counseling practicum/internship. Benefits Benefits of the Internship This internship provides an opportunity to gain practical, hands-on experience within an established behavioral health practice while developing transferable administrative and professional skills. Interns will have the opportunity to: Gain real-world healthcare administration experience within the day-to-day operations of a behavioral health practice. Build résumé-ready skills in office administration, records management, document control, professional communication, workflow organization, and business technology. Develop experience with professional business systems , which may include Google Workspace, Zoho, electronic health record systems, spreadsheets, databases, and other administrative platforms. Learn healthcare privacy and confidentiality standards , including practical application of HIPAA requirements within an administrative environment. Understand how a behavioral health practice operates behind the scenes, including the relationship between client services, clinicians, administration, insurance, billing, credentialing, and business operations. Develop organizational and time-management skills by managing assigned responsibilities, deadlines, follow-up activities, and administrative projects. Strengthen professional communication skills through appropriate business email, internal communication, documentation, and interaction within a professional healthcare environment. Learn administrative workflow and process improvement , including how organizations use SOPs, trackers, forms, policies, and systems to create consistent operations. Receive supervision, feedback, and professional development designed to strengthen workplace readiness, accountability, accuracy, and independent work skills. Gain exposure to entrepreneurship and small-business operations by observing how a growing private behavioral health practice manages people, systems, services, and organizational growth. Build professional experience for future employment in healthcare administration, business administration, human resources, office management, nonprofit/community organizations, or related fields. Receive a professional reference or verification of internship experience upon successful completion , based on performance and organizational policy.