About Us
We are a well-established and rapidly expanding private psychology practice dedicated to providing high-quality and compassionate psychological assessments and therapy. Our clients seek personalized support and are investing in their own or their child’s well-being. The Client Services Manager plays a key role in helping our clients get the help they need, particularly by ensuring that their first experience with us is positive and leaves them feeling confident that they have chosen the right place for their family.
Position Overview
We are seeking a friendly, organized, and confident Client Services Manager to serve as the first point of contact for prospective clients. This role is primarily responsible is creating strong relationships with our prospective and current clients, responding to new inquiries, and guiding new clients and families through the scheduling process. The Client Services Manager continues to support clients and families through the testing or therapy process and maintains a relationship with clients while they receive services with us.
Because we are a self-pay practice, this position also helps prospective clients and families understand our services, fees, and value so they can make informed decisions and feel confident in our services.
This is an ideal role for someone who is personable, detail-oriented, and comfortable discussing fees and services with empathy and clarity.
Key Responsibilities
- Work hours from 10 am to 6:30 pm.
- Answer incoming phone calls and respond to website/email inquiries promptly
- Use our CRM software to track recent inquiries and follow up as appropriate
- Conduct brief intake screenings and gather relevant client information
- Explain services, clinician specialties, availability, and fee structure
- Confidently discuss private pay rates and payment policies
- Match prospective clients with appropriate clinicians
- Schedule new assessment and therapy appointments
- Maintain accurate documentation in the EHR system
- Track inquiry conversion and referral sources
- Coordinate intake paperwork and onboarding communications
- Maintain relationships with clients and monitor their experience as they move through the assessment or therapeutic process
- Assist psychologists with testing coordination, such as sending emails and questionnaires to clients, family, and teachers
- Support administrative needs as assigned
- Work as a team with the Office Manager to handle front desk and receptionist duties
The Intake Component
This role requires:
- Comfort discussing fees clearly and confidently
- Helping clients understand the value of our services
- Addressing common concerns about cost, insurance, and fit
- Following up with warm leads to support conversion
Our goal is to ensure prospective clients and families feel informed, supported, and confident in their decision.
Qualifications
Required:
- 3+ years of experience in a client services or customer-facing role
- Excellent phone presence and communication skills
- Professional, warm, and empathetic demeanor
- High attention to detail and strong organizational skills
- Comfort and confidence discussing fees and payment policies
- Excellent writing skills
Preferred:
- Experience in a mental health or healthcare setting
- Experience in private practice
- Experience with electronic health record (EHR) systems
- Experience in consultative sales or client conversion
- Experience with CRM systems
- Familiarity with HIPAA guidelines
Compensation & Benefits
- Salaried position, with regular increases for performance and longevity
- Medical, vision, and dental insurance
- Disability and life insurance
- 401K plan with company match
- PTO
- Professional development opportunities
- Supportive and mission-driven team culture
Why Join Us?
- Be part of a growing, values-driven practice
- Work in a collaborative and supportive environment
- Play a meaningful role in connecting people to care
- Opportunity to grow with the practice
Pay: $42,000.00 - $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
Experience:
- Customer service: 3 years (Preferred)
Work Location: In person
