Practice Coordinator or Manager

The Center for Family Development (CFFD) is a group psychotherapy practice with over 20 therapists and staff and two locations. We are dedicated to providing compassionate and outstanding mental health services to our community. We believe that the journey towards mental well-being starts with a supportive and empathetic environment, and you will play a pivotal role in creating that atmosphere.

Position Overview:

This multifaceted role combines responsibilities of client and staff coordinator, insurance coordinator, and, depending experience, practice manager. The position supports the daily operations of the practice and ensures an excellent experience for both clients and clinicians. Within 6-18 months, or sooner, we expect the successful candidate will grow into the role of practice manager with greater responsibilities. We ideally need someone to start as soon as possible.

Core Responsibilities:

• Serve as the primary point of contact for clients and therapists
• Provide timely, empathetic, and professional communication to clients and staff
• Oversee client intake, paperwork, and waitlist management processes
• Manage client communication systems and ensure HIPAA compliance across the practice
• Support therapists with scheduling, administrative needs, and onboarding
• Verify client insurance and assist with billing inquiries
• Manage the therapist credentialing process and attesting deadlines
• Maintain and update electronic health records (we use Ensora)
• Provide administrative support to leadership
• Troubleshoot daily operations and proactively improve workflows
• Contribute to a positive, solutions-focused, and collaborative work culture
• Support or lead project management and special initiatives as assigned

Qualifications:

• High school diploma or equivalent (associate's degree or higher preferred, but this is not required if you have experience)
• Outstanding interpersonal and communication skills (including professional writing abilities)
• Experience as a receptionist or office manager within a clinical or healthcare setting
• Strong organization skills, attention to detail, positive attitude, collaborative spirit, and a genuine desire to help others
• Works well with minimal supervision (self-directed), is a problem solver, has the ability to prioritize and manage multiple projects, and takes the initiative to complete tasks independently
• Familiar with Google Suite and the basic use of AI tools like ChatGPT
• Familiarity in using electronic health record systems
• Ability to remain calm and composed in potentially stressful situations
• Ability to handle sensitive situations with compassion and discretion, and work with people who might be in distress
• Knowledge of mental health terminology, insurance processes, and HIPAA regulations are a plus.

Benefits:

• Pay is determined by skill set (around $24-27/hr), level of experience, certifications, and/or education
• Paid time off (including holidays, personal leave days, and vacation pay)
• Sick time
• 3% retirement plan matching (starting immediately)
• Opportunity for professional growth and development within a supportive team

If you are a dedicated individual with outstanding people skills and a passion for providing excellent patient experiences and clinician support, we encourage you to apply for this opportunity. To apply, please submit your resume detailing your relevant experience.