Office Coordinator

Job Summary

The Office Coordinator supports the operations of the practice: tracking systems, billing and claims, insurance verification, bookkeeping support, and general practice management support to the Executive Director. It also carries direct client contact through screening, intake, and support with starting services. This role is the administrative support that allows direct service staff to carry out Rhizome’s core mission; providing culturally-grounded and relational behavioral health services to the transgender and queer community.

Time is roughly divided as follows:

• 30% Intake and direct client contact
• 60% Operational and practice support
• 10% Special projects and other duties as assigned

Essential DutiesIntake and Direct Client Contact (30%)

• Answer intake calls and referrals. Complete initial screening and gather presenting concerns.
• Verify health insurance eligibility, prior to the first appointment.
• Manage intake paperwork, consents, and client scheduling.
• Maintain the intake waitlist and route clients to the appropriate clinician and service line.
• Conduct outreach and re-engagement with clients who have not yet started services or who have disengaged.
• Track and follow up on no-shows and cancellations.
• Remain calm and supportive in psychological emergencies or crises, with appropriate supervision and direction.

Operational and Practice Support (60%)

• Basic bookkeeping: account reconciliation, verifying health insurance deposits.
• Maintain clinical and operational tracking systems.
• Pull and prepare EHR data for practice reporting (utilization, billing health, payer mix).
• Complete practice billing, including claims submission and claims follow-through.
• Review the Electronic Health Record (Sessions Health) for outstanding balances and unbilled sessions.
• Support compliance documentation
• Support onboarding logistics for new clinicians and staff.
• Manage supplies, vendors, mail, faxes, and records requests.
• Provide specialized administrative support to the Executive Director.
• Protect client confidentiality and follow HIPAA regulations.

Special Projects and Other Duties (10%)

• Practice marketing support, including community outreach..
• Special projects as assigned by the Executive Director.
• Interact with staff and clients in a professional and ethical manner.
• Participate in supervision and training with an openness to learning and receiving feedback.
• Perform additional job-related duties and responsibilities as requested.

Knowledge, Skills and Abilities

• 3 years of medical or behavioral health office experience, with increasing responsibilities.
• Experience with medical billing and health insurance processes.
• Knowledge and basic skills in office practices.
• Comfortable and proficient using Google Workspace, including Sheets.
• Comfortable and proficient using the telephone to communicate.
• Experience with an Electronic Health Record. Sessions Health experience is a plus.
• Culturally humble, and possesses a growth mindset.
• Ability to maintain confidentiality.
• Ability to plan, implement, evaluate and report activities conducted.
• Ability to communicate effectively in writing and to prepare written and electronic documents. Ability to communicate orally, both in person and by telephone.
• Ability to be both consistent and flexible as circumstances warrant.
• Ability to hold multiple open threads at once without dropping them.
• Ability to remain calm and supportive in psychological emergencies and/or crises when provided with appropriate supervision and direction.

Preferred: Lived experience within, or deep familiarity with the transgender and queer community. Familiarity with Enhanced Care Management. Knowledge of the Humboldt County service landscape.

Compensation and Benefits

• $24 to $28 per hour, depending on experience
• 40 hours per
• Hybrid: 80% in-person in our Arcata office, with option for 20% remote
• 40 hours PTO annually
• 5 paid holidays
• This position does not currently offer health benefits.
• Optional participation in CalSavers retirement savings program

Pay: $23.00 - $28.00 per hour

Benefits:

• Flexible schedule
• Paid time off

People with a criminal record are encouraged to apply

Work Location: Hybrid remote in Arcata, CA 95521

Salary : $23 - $28