Client Service Coordinator

Position Summary The Wendt Center for Loss and Healing, an outpatient mental health center specializing in grief and trauma, is currently seeking an experienced Medical Administrative Assistant to join our non-profit organization as a Client Services Coordinator. Serves as the primary client services coordinator in a forward facing role and first contact point at the Wendt Center for in-person and virtual services. Provides administrative support in the areas of front desk reception, client check-in, insurance and payment collection, client communication, and data entry. This role is ideal for a detail‑oriented, creative professional who thrives in a mission‑driven environment and wants to help expand the Center’s visibility and philanthropic impact. Reports to the Senior Operations Manager. Key Responsibilities Front Desk Send welcome letters to new self-pay clients with important details such as estimated copays and payment instructions Check-in clients and support clients in the waiting room Distribute and collect relevant client forms utilizing our Electronic Health Record (EHR) system Provide Patient Portal support Provide waitlist support Provide the highest level of customer service to our clients and visitors Serves as the first point of contact for callers and visitors in the office and virtually Answer phones, handle and distribute messages, etc. Insurance Verification Verify insurance eligibility prior to appointments for new clients and weekly for existing clients Verify insurance eligibility and estimated copayment for new clients added to the waitlist Work with clients to maintain accurate insurance cards and information on file in EHR Support others in follow up with clients whose payment type has changed or is no longer valid Client Payments Process and track client copays virtually and in the office Follow-up with clients regarding copays and balances General Administration Interact and work with other Team Members Maintain clean and efficient office environments including front desks, waiting rooms, therapy rooms, conference rooms and kitchens Provide administrative and logistical support for events as needed Provide support to the Executive Director and Management Team as needed Provide general administrative support for Center programs and staff as needed (i.e. data entry, word processing, filing, copying, preparing materials, etc.). Perform other administrative and program support duties as assigned QUALIFICATIONS, SKILLS, KNOWLEDGE AND ATTRIBUTES: At least 3 years of experience in medical reception, administrative work in a medical or health setting or insurance related work Must be able to work at least 2 evenings per week Excellent computer skills and proficiency in excel, word, teams, etc. Exceptional communication skills both verbal and written Careful attention to detail Ability to understand and uphold the Center’s philosophy, mission and values. Ability to maintain strict confidentiality and comply with HIPAA regulations. Ability to demonstrate the Wendt Center values; We believe that healing from life’s worst moments is possible; We express kindness to all; caring and compassion are at the heart of all we do; We practice collaboration and teamwork, recognizing that none of us can do it alone; We strive to be lifelong learners, and actively seek opportunities to expand our personal and professional knowledge. In accordance with local and funder guidelines, all employees are required to provide proof of COVID‑19 vaccination and booster or receive an approved accommodation exemption. Compensation & Work Environment Non-Exempt – Hourly up to $27 hourly based on verifiable experience. Hybrid schedule (Tuesday, Wednesday & Thursdays onsite in Washington, DC). Comprehensive benefits including health, dental, vision, retirement match, generous leave, and 20+ holidays. #J-18808-Ljbffr