Part-Time Clinic Coordinator

NOTE: This position is hybrid (will start remote and will transition to some Cupertino in person needs). Candidates residing outside of California/far from Cupertino will not be considered for this position. Graduate students in Psychology or candidates with a BA in the field of Psychology highly preferred.

Job Summary:

At Trauma Healing Therapy (THT), we're excited to welcome a part-time Clinic Coordinator to our growing team! If you’re someone empathic, that loves psychology and who thrives on creating meaningful connections, staying organized, and helping others feel at ease, we’d love to hear from you.

Starting at 5–15 hours a week, this role is perfect for someone who is highly organized, compassionate, and detail-oriented. As our Clinic Coordinator, you’ll play a key part in ensuring the smooth day-to-day operations of our practice while helping us maintain a warm, welcoming space for our clients. Your main responsibilities will include managing client inquiries with care, scheduling appointments, assisting with billing and payments, and keeping the clinic running seamlessly.

If you’re ready to make a meaningful impact and join a team dedicated to helping people heal and thrive, we’d love to connect with you!

About THT: we are a private pay psychotherapy practice specializing in trauma and couples therapy for kids and adults, offering individual and couples psychotherapy services both online and in person. We provide a safe and nurturing environment to help our clients heal from relationship trauma, childhood trauma, medical trauma, pregnancy/infant loss, infidelity, and more.

At THT, it is our mission to help clients and the community heal from trauma and relationship wounds using two simple ingredients: evidenced-based clinical techniques AND an empathic, warm, humanistic approach to psychotherapy.

Reports to: Dr. Mariella Lauriola, PhD

Essential Functions and Responsibilities

• Serve as the first point of contact for client inquiries via phone, email, and website. Hours of work are flexible, however, this position requires availability to check working phone/emails daily at different time points and hrs are spread out during the day.You may do this at any time, from any (secure) location, and will be paid for any time actually spent responding to phone calls and/or emails.
• Schedule and manage appointments for clinicians, ensuring timely communication with clients.
• Handle billing, invoicing, and payment processing, maintaining accurate records.
• Assist with onboarding new clients, including processing intake forms and documentation.
• Consistently communicate with clinicians/learn about each clinician niche/specialization in order to match a client with the best clinician at THT
• Manage intake paperwork collection and ensure EHR files are accurate (48 prior to first intake session)
• Make sure each clinician enters notes/treatment plans accurately/timely on EHR
• Train each new clinician on key EHR/clinic procedures
• Update clinic operation manual as needed with new/changed procedure
• Create clinic training videos to store on shared training drive
• Assist with general administrative tasks, such as filing, data entry, and record keeping.
• Support marketing efforts by managing social media updates and newsletters as needed.
• Keeping track of metrics weekly for practice growth
• Attend mandatory staff meetings and training as directed by THT.
• Other duties/projects may be assigned.

Minimum Requirements:

• Must be in alignment with THT’s mission, vision, and values.
• Residing in California (remote work)
• Prior experience in an administrative or receptionist role, preferably in a healthcare setting.
• Bachelor’s Degree in counseling or psychology or being a graduate psychology student highly preferable.
• Excellent communication and interpersonal skills.
• Proficient in Microsoft Office Suite and Google Workspace; familiarity with electronic health record (EHR) systems is a plus.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• A compassionate and professional demeanor, with the ability to maintain client confidentiality.
• Regular and reliable attendance and timely arrival to work (based on schedule communicated to Trauma Healing Therapy).
• Superior verbal and written communication skills.
• Compassionate and empathetic with a strong ability to establish and build trust.
• Excellent listening skills.
• Be able to work independently on tasks assigned.
• Be able to adjust and learn quickly.
• Attitude of respectfulness, cooperation, and collaboration/teamwork with co-workers.
• Passion for working with others and helping our team members grow and learn.
• Honesty and integrity in reporting work hours and all other aspects of interoffice relations.
• Punctuality, strong work ethic, and a drive to meet client caseload minimums.
• Ability to remain calm and reassuring in tense situations and to de-escalate conflicts.
• Must be very detail oriented, with organizational skills required to manage complex, deadline-driven paperwork including documentation and billing.
• Able to use technology such as EHR, Google Workspace, video conferencing, etc.
• Must have a strong, reliable internet connection at home and private home office, in a space that is free from excessive noise or distraction.
• Ability to endure prolonged periods sitting, listening, observing, and working on a computer.

This position is not right for you if you’re:

• Someone just looking for a job to clock in and out of.
• Someone who doesn’t feel passion for our mission, vision and values.
• Someone who’s not a team player or prefers not to work collaboratively.
• Someone who is looking for a temporary gig - The ideal person is invested in time and energy in THT.
• Someone who doesn’t like to hop in and help others get their work done - we highly value teamwork.

This position perfect for you if you’re:

• Aligned with THT mission, vision, and values.
• You are a psychology student that wants to learn more about private practice/clinical work day in and out, while having the perks of a PT commitment only
• Energized by helping others in a team and contributing to the growth of THT
• Creative, engaged in doing good work, and excited by furthering our mission
• Able to take direct, kind and constructive feedback and run with it.

Application instructions:

For consideration, please email us a full CV with references at with object “THT PT Clinic Coordinator application”: info@traumahealingtherapy.com

Job Type: Part-time

Pay: $19.00 - $21.00 per hour

Work Location: Hybrid remote in Cupertino, CA 95014

Salary : $19 - $21