Client Relations Coordinator - Job Description
We are seeking a detail-oriented and compassionate Client Relations Coordinator to join our growing counseling practice. This remote, part-time position serves as the vital first point of contact for individuals seeking mental health services, ensuring a welcoming and seamless experience from initial inquiry through client onboarding. This position requires the ability to handle sensitive information with discretion and maintain the highest ethical standards in accordance with our practice values and professional guidelines.
Position Details
Employment Type: Part-Time 10-20 hours per week
Compensation: $20-25 per hour, depending on experience
Schedule: Flexible hours to accommodate your personal schedule
Location: Remote, work from anywhere as long as privacy can be maintained
Reports to: Operations Manager
Key Responsibilities
Client Inquiry Management
Qualify incoming client inquiries through phone, email, and text communications
Return client communications promptly and professionally
Determine if client is appropriate fit for practice services and share community resources
Add qualified clients to the practice waitlist
Ensure all actions are compliant with HIPAA regulations
Onboarding & Documentation
Request required documentation from waitlisted clients
Provide technical assistance to clients experiencing difficulties with uploads
Follow up with clients who have not completed required documentation
Ensure billing contact is notified when required documents are ready for insurance verification
Waitlist Management
Maintain an organized and up-to-date waitlist
Conduct regular waitlist maintenance by contacting long-standing clients to confirm continued interest in services
Remove inactive or unresponsive clients to ensure waitlist accuracy
Follow up with referring medical professionals when needed
Monitor waitlist flow and communicate capacity updates
Special Projects
Assist with operational projects as needed
Support practice improvement initiatives
Contribute to process optimization efforts
Required Qualifications
Excellent written and verbal communication skills
Strong organizational abilities and attention to detail
Comfortable using technology, including email and text platforms
Ability to learn new software systems quickly
Ability to work independently in a remote environment
Reliable internet connection and appropriate workspace for private remote work
Ability to maintain strict confidentiality and professionalism
Cultural sensitivity and awareness
Personal, password-protected computer
How to Apply
Interested candidates should submit a brief cover letter, resume, and three professional references to admin@fircounseling.com. Please include "Client Relations Coordinator" in the subject line. We are an equal opportunity employer committed to creating an inclusive environment for all employees. We look forward to hearing from you!