Client Care Coordinator

Job Posting: Client Care Coordinator

Salary: $25 per hour W-2 Employee with accumulated PTO and IRA contribution option (employer match), raise at 90-days and annually with great performance!

Job Type: In-person, part-time (5 hours per week immediately during training period, 10 hours per week by May 1st). Hours are 9 AM to 2 PM (with some flexibility in exact start/end times and which days worked Monday through Thursday). Hours may increase to up to 20 hours per week within the next year.

Qualifications

• Bachelor’s Degree in Business, Marketing, Psychology, Communications, or equivalent Work & Life Experience
• Candidates with a strong sales, marketing, or communications background and/or experience in Holistic Health, Healing, and Wellness will be strongly preferred

Full Job Description

Heart In Balance PLLC is a holistic behavioral health practice treating a variety of life transition issues and mental health concerns. We offer life coaching, therapeutic services, workshops, and group programs.

We are currently expanding our administrative team and seeking a Client Care Coordinator who values a holistic approach to mental health and general wellness, and who demonstrates strong core competencies for this role.

Our mission is to create a heart-centered container that facilitates deep and transformational healing for every client we serve — going beyond just “talking about it” to heal at the root through deeply embodied, somatic, and nervous system-informed therapy services.

We are seeking an experienced office assistant who can efficiently manage organizational duties, project management, customer service/client scheduling, event planning, marketing tasks, sales of services, and overall administrative operations of the business.

We are a positive and energetic company. The ideal candidate is someone who wants to excel in their own life and grow alongside our company.

The Client Care Coordinator must be able to establish rapport and trust easily with clients and prospective clients. We are looking for someone who shines as:

• An organized and effective leader
• An excellent communicator
• A supportive cheerleader
• A confident problem solver

Core Responsibilities & Required CompetenciesClient Relations & Customer Service

• Serve as the primary point of contact for prospective and current clients via phone, email, and messaging platforms (including social media messaging).
• Provide warm, professional, and responsive communication that reflects the practice’s heart-centered values.
• Build trust with clients and ensure a positive and supportive experience throughout their interaction with the practice.
• Respond to client inquiries in a timely manner and route requests appropriately.
• Maintain strong professional communication with both clients and clinicians.

Client Intake & Scheduling Coordination

• Respond to new client inquiries and conduct brief intake conversations to understand client needs.
• Match clients with appropriate clinicians based on specialty, availability, and fit.
• Coordinate scheduling of consultations, intake appointments, and follow-up sessions as needed.
• Manage waitlists and follow up with prospective clients as clinician availability changes.
• Ensure intake paperwork, consent forms, and payment information are completed prior to first appointments.
• Assist clients with appointment scheduling, cancellations, and rescheduling.

Billing & Financial Coordination

• Process client payments and manage invoices, receipts, and payment plans using platforms such as SimplePractice, Stripe, PayPal, or similar systems.
• Respond to basic billing inquiries from clients.
• Follow up on outstanding balances in a professional and respectful manner.
• Generate superbills or documentation for clients when needed.

Electronic Health Record (EHR) & Documentation Support

• Maintain accurate client records within the practice’s electronic health record (EHR) system.
• Create client profiles, upload documents, and monitor completion of intake forms.
• Assist with secure messaging and administrative communication within the EHR.
• Ensure administrative documentation is organized and up to date.

Clinical Team Support

• Provide administrative support to clinicians as needed.
• Serve as a liaison between the practice owner, operations leadership, and the clinical team.
• Assist with onboarding and integration of new clinicians.
• Help coordinate communication, scheduling questions, and administrative needs for clinicians.

Administrative & Office Operations

• Maintain organization of office spaces and ensure therapy rooms and administrative areas are prepared and stocked.
• Manage office supplies and coordinate purchasing of approved materials.
• Run occasional errands such as picking up supplies or mailing packages.
• Support updates and organization of the company operations manual.
• Perform general administrative tasks that support smooth day-to-day operations.

Marketing, Events & Community Support

• Assist with coordination of workshops, trainings, and practice events (virtual or in person).
• Support marketing initiatives and promotions of practice services.
• Help maintain referral relationships and assist with tracking inquiry sources when needed.

Confidentiality & Compliance

• Maintain strict confidentiality of all client information.
• Ensure compliance with HIPAA and all privacy regulations in client communications and record management.

Technical Skills & Competencies

• Proficiency with Microsoft Office or Google Workspace (Docs, Sheets, etc.).
• Comfort using electronic systems including EHR platforms (such as SimplePractice), scheduling tools, and payment systems.
• Familiarity with websites and social media platforms.
• Strong organizational, time-management, and multitasking abilities.
• Ability to work independently while maintaining strong collaboration with the team.
• Professional judgment, critical thinking, and attention to detail.

What We Are Looking For

• Effective, clear oral and written communication skills
• Extremely detail-oriented with high accuracy and low error rate
• Cheerful disposition with a heart-centered approach to all internal and external communication
• Flexible and able to pivot easily between tasks with enthusiasm for learning new skills
• Strong project management, organizational, and administrative skills
• Ability to establish priorities and meet business deadlines
• Availability to work weekends once a month or periodically
• Self-starter who can manage multiple tasks with minimal supervision
• Comfortable working online; much of the work takes place digitally

Our Values

Holistic We believe in a holistic and somatic approach to healing — mind, body, and soul.

Unconditional Positive Regard We offer empathy, support, and compassion to clients and colleagues. We lead and serve with open hearts.

Commitment to Our Own Healing We recognize our blind spots and commit to doing our personal work. We understand the immense value that our own healing brings personally and professionally.

Commitment to Excellence We value excellence in psychotherapy and regularly seek training, supervision, and resources to expand our capacity in all areas of practice.

Integrity We practice honesty and integrity in all affairs.

Social Justice We believe everyone deserves equal economic, political, and social rights and opportunities. We recognize our role in advancing this work.

To Apply

To be considered for this position, please submit your resume and cover letter including responses to the following questions. You will not be considered unless these questions are answered:

• What are you most passionate about in your life?
• How would you rate your own health and wellness?
• If your closest friend described you in 1–2 sentences, what would they say?
• Why would you be perfect for this role?
• What is unique about you?
• What is your favorite job and why?
• What is one book you’ve recommended to multiple people?

Please apply on Indeed OR send a current resume and cover letter to:

Rachel Hipp, LMSW

[email protected]

Pay: From $25.00 per hour

Benefits:

• Flexible schedule
• Paid sick time
• Paid time off
• Paid training
• Retirement plan

Work Location: In person