Administrative Coordinator

Compassion & Healing Counseling, LLC is a small, independent counseling practice in Chesapeake, VA, dedicated to serving adults seeking mental health support. We are seeking an Administrative Coordinator who will serve as the first point of contact for our clients and a steady hand behind the scenes of daily operations. This is a part-time, non-exempt position, 21 hours per week, Tuesday–Friday, in-person at our Chesapeake, VA office. Starting pay is $20.75/hour; benefits and relocation assistance are not included.

The successful candidate must be authorized to work in the United States, and must consent to and pass a background check and drug screening as a condition of employment.

Responsibilities

• Answer incoming calls, check voicemail, and return calls in a timely and professional manner
• Field inquiries about the practice and share accurate information with callers
• Conduct initial screenings to determine fit with our practice
• Greet and check in clients with warmth and professionalism
• Serve as a communication bridge between clients and their clinicians
• Establish new client accounts and maintain accurate records
• Pre-verify client insurance benefits and coverage
• Process client payments accurately and securely
• Administer clinical assessments as directed
• Coordinate with insurance companies on behalf of the practice
• Maintain and manage clinician schedules and client waitlists
• Provide payroll assistance to the Practice Owner
• Prepare the office and clinician workspaces each day
• Open and close the practice according to daily procedures
• Maintain a clean, sanitary, and welcoming office environment
• Develop marketing materials that reflect the practice's brand and values
• Manage the practice's social media presence

Skills

• Administrative proficiency, including appointment scheduling, electronic medical records, insurance processing, and billing
• Strong organizational skills and attention to detail
• Critical thinking and problem-solving
• Clear written and verbal communication
• Comfortable working independently as well as part of a team
• Familiarity with HIPAA requirements and standard business office practices
• Experience with EHR or practice management software (e.g., TherapyNotes) is a plus

Qualifications

• High school diploma or GED required; a minimum of an Associate's degree or specialized medical/business office training is preferred
• At least 1 year of relevant experience in a mental health/clinical office or general business office setting, or comparable coursework/training
• Friendly, professional demeanor, with a deep respect for client privacy and confidentiality
• Dependable and reliable, consistently following through and showing up ready to contribute

We ask that only serious, qualified candidates apply. No phone calls please.

Pay: $20.75 per hour

Education:

• Associate (Preferred)

Language:

• English (Required)

Ability to Commute:

• Chesapeake, VA 23322 (Required)

Work Location: In person

Salary : $21