Part-Time Client Care Administrator (Remote/Hybrid)

Part-Time Client Care Administrator (Remote/Hybrid/In-Person) — Psychotherapy Group Practice

About Collaborative Health Center

Collaborative Health Center is a psychotherapy group practice in Livonia, Michigan, with a team of 22 clinicians. We do deeply human work. People reach out to us on their worst days, when they’re anxious, overwhelmed, grieving, scared, or unsure what to do next, and the first voice they hear often matters more than we realize.

We’re looking for someone who takes that responsibility seriously and genuinely wants to help. This role is flexible and part-time, but it’s not “small.” The right person becomes a steady, calming presence and a key part of our client experience.

Work location: Remote (preferred), with hybrid or in-person options in Livonia

Pay: Starting at $20/hour , with room to grow

About the Role

This is a client-facing administrative position focused on responding to new client inquiries quickly and kindly , helping match clients to the right clinician, and keeping onboarding moving forward without things slipping through the cracks.

You’ll be interacting with people on some of their hardest days. We want you to be warm and compassionate, while also being able to guide conversations efficiently, ask the right questions, and protect confidentiality (PHI) with care.

This role is ideal for someone who enjoys:

• solving little puzzles (matching needs, insurance, schedules, specialties)
• being reliable and responsive
• doing follow-up work that doesn’t always “ping” you with reminders
• supporting a mission-driven mental health practice

What You’ll Do (Responsibilities)

You’ll spend most of your time focused on client care and onboarding, including:

• Return client voicemails quickly (goal: within ~2 hours whenever possible)
• Respond to new online inquiries via email and/or text
• Verify fit and availability by cross-checking:
  • clinician specialties
  • schedule availability
  • insurance accepted
  • client needs and preferences
• Send proactive reminders and follow-ups for:
  • new leads who haven’t responded
  • clients who haven’t completed onboarding forms
    (typically up to three follow-up attempts)
• Provide referrals when we’re not the right fit (and do it kindly)
• Accurate data entry and verifying that information is entered correctly and consistently
• Communicate clearly with clients and clinicians to avoid unnecessary back-and-forth (which can delay care or cause people to give up)

A big part of the job: noticing what isn’t happening yet and making it happen—without being told.

Who You’d Be Great For

You’ll probably thrive here if you’re someone who:

• is very detail-oriented and naturally double-checks things
• communicates with warmth and professionalism
• stays calm when people are emotional, upset, anxious, or confused
• can hold boundaries: friendly, caring, and still able to keep calls efficient
• can ask tough questions gently (and redirect when needed)
• has strong deductive reasoning (you can compare information across platforms and catch mismatches)
• enjoys problem-solving and learning new systems
• is careful and respectful with confidential information (PHI)

What makes someone stand out here

We’re not just hiring for skills — we’re hiring for mindset.

• Empathetic communicator: steady presence under pressure
• Coachable: receptive to feedback and growth
• Organized thinker: can prioritize and keep things moving
• Confident but humble: able to make judgment calls and also ask questions

Experience & Tools (Requirements)

Required / strongly preferred

• Experience in customer service (especially phone-based)
• Strong written communication (email/text)
• Comfort working independently and staying on task without constant oversight
• Ability to maintain confidentiality and protect PHI

Nice-to-have (not required)

• Experience in a medical-adjacent office setting
• Mental health setting experience
• Familiarity with insurance/billing concepts
• Salesforce experience (a plus)

Tools we use

• Salesforce
• TherapyNotes (EHR) (no experience needed; we will train)
• Google Workspace (Docs/Sheets/Gmail)

Schedule & Availability

• Part-time (typically 2–3 hours/day , can grow to 3–4 or more hours/day depending on season and team needs)
• Work can be done Monday–Friday , generally between 9am–5pm (flexible)
• We ask for check-ins at least once every 2 hours during your working window
• Ability to help with extra coverage when team members are out is highly valued

How to Apply

Please submit:

• Your resume

• A cover letter (tell us why this role fits you, and what kind of work environment helps you do your best)

• Complete the Predictive Index assessment and include your results with your application:
  
  

Email to: [email protected]

Equal Opportunity

Collaborative Health Center is an equal opportunity employer. We welcome applicants of all backgrounds and identities.