Office Coordinator

About This Role

The Practice Coordinator will provide essential administrative and operational support, focusing on client communication, intake, scheduling, and billing. This role is crucial for ensuring the smooth functioning of the practice and supporting the clinical team.

Responsibilities

• Serve as the primary point of contact for prospective and current clients, responding to all communications in a timely and professional manner
• Schedule intake and ongoing appointments, sending necessary documents and tracking completion
• Manage billing and payment support, including sending payment links, monitoring status, and following up on missing payments
• Maintain accurate client records and documentation within the EHR system
• Coordinate with therapists to support continuity of client care
• Provide administrative and office support, including sending appointment reminders and documenting client interactions
• Assist with drafting and publishing blog posts and supporting online outreach efforts as assigned
• Handle confidential information with discretion and ensure HIPAA compliance

Requirements

• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail
• Comfort scheduling appointments and managing calendars
• Familiarity with EHR systems or willingness to learn
• Ability to work independently in a remote setting while staying responsive
• Comfort handling confidential information and maintaining HIPAA standards
• Availability for limited in office support in Montclair, NJ as needed
• Reliable computer or technology device and personal phone
• Stable, secure high speed internet (WiFi) for remote work

Qualifications

• Experience in an administrative, coordinator, or client facing role (healthcare or mental health preferred)

Nice to Have

• Experience in healthcare or mental health
• Basic understanding of billing or payment workflows

Skills

* Required skills