Benefits:

• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Vision insurance

Client Experience Coordinator

Role Overview
As the first voice and face of Circle of Wellness, the Client Experience Coordinator plays a critical role in ensuring clients feel supported, welcomed, and cared for from first contact through their therapeutic journey. This role leads intake, scheduling, communication, and insurance verification, while also maintaining a calm, professional, and organized office environment. Your ability to balance client needs with administrative efficiency will shape how our clients experience care — before they ever meet with a therapist.


Key Responsibilities
Client Communication & Intake

• Answer all incoming calls professionally, triage inquiries, and route messages to the appropriate staff.
• Serve as the primary contact for all new client inquiries and schedule intake appointments within 24 hours.
• Send, track, and follow up on intake forms and paperwork through our EHR (SimplePractice).

Clearly explain services, therapist options, and payment policies.
 
Scheduling & Insurance

• Maintain therapist calendars, manage reschedules, and monitor for double bookings or gaps.
• Verify insurance benefits, document eligibility, and communicate clearly with clients about copays and coverage.
• Track insurance expirations and flag upcoming terminations.

 
Payments & Documentation

• Collect and record copays and private pay amounts at the time of service.
• Apply no-show and late cancellation fees as outlined in policy.
• Maintain accurate records in our EHR and assist with follow-up documentation when needed.
• Monitor and follow up on outstanding client balances, initiate and document payment plans when needed, and support clients in resolving past-due accounts in coordination with the billing team. 

 
Office Environment & Client Experience

• Greet clients warmly in person and ensure a professional, welcoming check-in process.
• Oversee the cleanliness, organization, and ambiance of the front office, waiting room, and shared areas.
• Restock refreshments, client materials, and administrative supplies.
• Notify management of facility issues and coordinate basic office needs (cleaning, maintenance requests, etc.).

 
Team Collaboration

• Monitor the referral inbox and voicemail system daily and ensure timely responses.
• Track referral sources and outcomes for internal reporting.
• Escalate urgent issues or client concerns to the Practice Operations Manager.
• Identify and suggest workflow improvements to enhance client engagement and administrative efficiency.

Qualifications

• Bilingual in Spanish is a strong plus, as we serve a large Spanish-speaking client population.
• 2+ years of experience in a healthcare front desk or intake role (behavioral health preferred)
• Strong phone presence, emotional intelligence, and problem-solving skills
• Excellent attention to detail and time management in a fast-paced setting
• Proficiency in EHR systems (SimplePractice preferred) and Google Workspace
• Familiarity with HIPAA compliance and client confidentiality standards
• No college degree required
• Ability to work on-site daily; this is not a hybrid or remote position

Compensation & Benefits
We believe in taking care of our team the way we want them to care for our clients.
 
 Compensation:

• Competitive hourly pay, based on experience and qualifications
• Full-time, non-exempt (hourly), paid bi-weekly

 
Benefits Package Includes:

• Paid Time Off (PTO) and paid holidays
• 50% employer-paid health insurance for eligible full-time staff
• Professional development and training opportunities

How to Apply
To apply, please submit your resume and a brief note sharing why you're a great fit to:
 llewis@circleofwellnesscounseling.com