Job Summary
The Client Care & Operations Coordinator serves as the primary administrative support for our growing practice. This individual manages the client experience from initial inquiry through ongoing scheduling, insurance coordination, billing, and administrative support.
The ideal candidate enjoys solving problems, learning new systems, communicating with people, and creating organized workflows. This role requires excellent attention to detail, professionalism, and the ability to balance multiple priorities throughout the day.
Responsibilities
Client Experience
- Respond promptly to phone calls, emails, and website inquiries
- Conduct intake calls and assist prospective clients with finding the best clinician
- Schedule appointments and maintain provider calendars
- Send intake paperwork and assist clients with the client portal
- Follow up with prospective clients who have not completed scheduling
- Provide exceptional customer service while maintaining confidentiality
- Respond promptly to phone calls, emails, and website inquiries
Insurance & Benefits
- Verify insurance eligibility and benefits
- Explain coverage and estimated financial responsibility to clients
- Obtain referrals or authorizations when needed
- Maintain accurate insurance information
- Resolve insurance-related issues and communicate with payers
Billing & Collections
- Process client payments
- Monitor outstanding balances
- Contact clients regarding unpaid balances
- Submit and monitor insurance claims
- Track denied claims and assist with corrections
- Reconcile daily payments
- Generate invoices and superbills when appropriate
Administrative Operations
- Maintain accurate client records within the electronic health record
- Upload and organize documentation
- Assist clinicians with administrative needs
- Monitor office supplies and ordering
- Coordinate referrals and releases of information
- Assist with practice projects and workflow improvements
- Maintain HIPAA compliance
Communication
- Serve as the primary point of contact for clients
- Communicate professionally with referral sources and other healthcare providers
- Coordinate scheduling changes
- Support clinicians with administrative communication
- Conduct intake calls and assist prospective clients with finding the best clinician
- Schedule appointments and maintain provider calendars
- Send intake paperwork and assist clients with the client portal
- Follow up with prospective clients who have not completed scheduling
- Provide exceptional customer service while maintaining confidentiality
QualificationsRequired
- High school diploma or equivalent
- Minimum of 2 years of administrative experience
- Excellent written and verbal communication skills
- Strong organizational and time management skills
- Ability to multitask in a fast-paced environment
- Strong attention to detail
- Proficiency with Google Workspace and Microsoft Office
- Ability to maintain strict confidentiality
Preferred
- Experience working in a mental health or healthcare setting
- Experience with insurance verification and medical billing
- Experience using an electronic health record (TherapyNotes preferred)
- Knowledge of HIPAA regulations
- Familiarity with behavioral health terminology
- Customer service experience
Benefits
- Competitive hourly pay based on experience
- Paid time off
- Paid holidays
- Opportunities for professional development
- Supportive team environment
- Beautiful farm based work setting
- Opportunity to grow into leadership as the practice expands
Loblolly Wellness Collective is more than a counseling practice, we're building a community centered on healing, authenticity, and collaboration. You'll work alongside clinicians who genuinely care about each other and the clients we serve. As our practice continues to grow, you'll have opportunities to help shape systems, improve processes, and make a meaningful impact on the lives of our clients.
Pay: $18.00 - $22.00 per hour
Benefits:
- Flexible schedule
- Paid training
- Work from home
Work Location: Hybrid remote in Knightdale, NC 27545
