Client Coordinator

Sea Level Counseling is mental health therapy business and a safe, collaborative space for our clients to heal from trauma, we now provide an empowering workspace for wellness professionals to start and grow their businesses with onsite guidance and support. As a Collective of wellness professionals, we assist the community by providing Trauma-Informed Mental Health Therapy, Neurofeedback, and more.

As a Collective, we are excited to expand our operations to welcome a new Client Coordinator to not only back-fill our valued Client Coordinator leaving, but to also serve as a thought-leader to strategically enhance processes.

What is a Client Coordinator?

The Client Coordinator plays a vital role in supporting the daily operations of a mental health therapy practice by serving as a primary point of contact for clients, clinicians, and staff. This position is responsible for client scheduling, insurance benefit verification, billing support, and administrative coordination across both the Wellness Collective and Sea Level Counseling. The ideal candidate is compassionate, organized, dependable, and able to work independently while recognizing when leadership support is needed. This role requires professionalism, emotional resilience, and a strong commitment to client-centered care.

Why Work at Sea Level Counseling?

• Autonomy—We encourage our team members’ independence and believe in our team to complete their job duties without micromanaging.
• Task Variety—We provide an engaging workday that uses your various skill sets to avoid monotony.
• A valued collaborator with a friendly and supportive staff.
• As a part-time role, employees receive Paid Time Off, Wellness Stipend, and Retirement benefits.

ESSENTIAL DUTIES HIGHLIGHTS

• Serves as first point of contact for potential new clients, existing clients, and vendors.
• Answers all incoming phone calls and administrative emails.
• Schedule new clients for Wellness Collective and both new and follow-up clients for Sea Level Counseling.
• Perform insurance benefit checks and communicate benefit information clearly and accurately to clients.
• Send, receive, track, and manage new patient intake paperwork.
• Charge client accounts daily and update client charts with new or revised billing information.
• Maintain accurate and timely scheduling using mental health–specific scheduling practices.
• Manage and coordinate all staff communications related to office operations and administrative updates.
• Assist with administrative tasks related to onboarding new Wellness Collective members and Sea Level Counseling employees.
• Serve as a calm, professional, and compassionate point of contact for clients with questions or concerns.
• Identify scheduling, billing, or administrative issues and apply problem-solving skills to resolve them efficiently.
• Escalate complex issues to leadership when appropriate while maintaining independent workflow.
• Manage office operations, including supply organization and ordering.
• Support general administrative needs as assigned.

CRITICAL KNOWLEDGE, SKILLS, AND ABILITIES

• Exceptional interpersonal and communication skills, verbal and written, with an ability to actively listen, relate to, and pave a smooth path to in order to maintain the long-term trust and partnership of our clients and each other.
• Self-motivated, with a dedication to keeping up to date professionally and technically, applying new knowledge to the job and sharing with team members.
• Effective in being proactive with problem solving, centering our clients’ needs and wants in all aspects of the job.
• Ability to exercise good judgement and hold oneself and others to a high standard of ethics.
• Authentically leans into Inclusivity and Diversity values.
• Knowledge of trauma-informed principles.
• Strong knowledge of mental health scheduling practices and client flow.
• Professional, clear, and compassionate verbal and written communication skills.
• Ability to remain calm and focused when working with emotionally sensitive or distressed clients.
• Excellent critical thinking and problem-solving skills.
• Strong organizational skills with attention to detail and accuracy.
• Ability to work independently while knowing when to involve leadership.
• Dependable, reliable, and consistent in managing daily responsibilities.
• Working knowledge of insurance benefits, eligibility, and basic billing processes.
• Proficient in Google Workspace.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.

MUST HAVES

• 3 years of experience in patient scheduling, preferably in a mental health or healthcare setting.
• Experience with insurance benefit verification and client billing support.
• Experience working with electronic health records (EHR) or client management systems.
• High school diploma or educational equivalent.
• Any appropriate and effective combination of any of the above.
• Access to reliable transportation.
• Computer skills, with working knowledge of Google workspace programs.
• Ability to successfully pass a background check and other pre-employment screening.

ADDITIONAL DESIRED QUALIFICATIONS

• Associates degree or higher education.
• Prior use of AI to streamline processes.
• Experience to be thought-partner with Clinical Director to streamline and enhance processes.

READY TO JOIN OUR TEAM?

If this sounds like a great fit and you satisfy the Must Have’s listed above, we welcome your application. We look forward to talking soon!

Pay: From $23.00 per hour

Expected hours: 30.0 per week

Benefits:

• Paid time off
• Retirement plan

Work Location: In person

Salary : $23