Client Care and Operations Coordinator

Job Description

Job Description

Grace Counseling & Wellness is seeking an experienced, organized, proactive, and service-oriented Client Care & Operations Coordinator to support the daily operations of our growing group practice.

This position is approximately 20 hours per week (Monday–Friday) with the opportunity to grow into a full-time leadership role as the practice expands.

The Client Care & Operations Coordinator serves as the first point of contact for many of our clients and plays a vital role in creating a welcoming, organized, and efficient experience for both clients and clinicians. This position combines exceptional customer service with administrative excellence, helping ensure our clinical team can focus on providing outstanding care.

This role reports directly to the Clinical Director and works closely with our clinicians to support client care, scheduling, billing, and day-to-day operations.

Key Responsibilities

Client Experience

• Welcome and support clients in person, by phone, text, and email.
• Manage new client inquiries and guide prospective clients through the intake process.
• Schedule appointments and maintain clinician calendars.
• Ensure every client interaction reflects the warmth and professionalism of GCW.
• Resolve client concerns promptly and professionally.

Operations & Administration

• Manage client accounts within SimplePractice.
• Verify insurance benefits and communicate coverage information accurately.
• Collect payments and assist with outstanding balances.
• Support billing processes as needed.
• Ensure intake paperwork and client records are complete and accurate.
• Maintain confidential records in accordance with HIPAA standards.
• Assist with office organization, supply management, and operational workflows.
• Identify opportunities to improve office efficiency and client experience.

Team Support

• Support clinicians with administrative needs.
• Coordinate onboarding tasks for new team members.
• Assist with internal communication and scheduling.
• Maintain onboarding and operational checklists.
• Help ensure practice policies and procedures are consistently followed.

Marketing & Growth Support

• Update website content as needed.
• Create simple marketing graphics using Canva.
• Support Psychology Today and online directory updates.
• Assist with community outreach initiatives and special events.
• Help promote workshops, wellness events, and practice initiatives.
  Qualifications

Required

• Excellent customer service and interpersonal skills
• Strong written and verbal communication
• Highly organized with exceptional attention to detail
• Ability to prioritize multiple tasks independently
• Comfortable learning technology and new software
• Ability to maintain confidentiality and professionalism
• Positive, collaborative attitude

Preferred

• Experience working in a healthcare or behavioral health office
• Experience with SimplePractice or similar electronic health record (EHR) systems
• Insurance verification experience
• Experience using Google Workspace and Canva
• Familiarity with HIPAA requirements

You're a Great Fit If...

• You enjoy creating order out of chaos.
• You naturally anticipate problems before they happen.
• You genuinely enjoy helping people feel welcomed and supported.
• You like improving systems instead of simply following them.
• You communicate professionally while remaining warm and approachable.
• You take ownership of your work and follow through without constant supervision.
• You welcome constructive feedback and view it as an opportunity for growth.
• You enjoy working on a collaborative team where everyone contributes to our shared mission.

What Success Looks Like

Within your first 90 days, you will:

• Confidently manage new client inquiries and scheduling.
• Successfully navigate SimplePractice and our operational workflows.
• Complete insurance verifications accurately and efficiently.
• Support clinicians with timely administrative assistance.
• Help create an exceptional client experience from the very first interaction.
• Identify at least one process improvement that enhances efficiency or client satisfaction.

Position Details

Schedule: Approximately 20 hours per week, Monday–Friday

Pay Range: $19-$26 per hour.

Location: Greensboro, NC (Hybrid flexibility may be considered after successful onboarding.)

Reports To: Clinical Director

Growth Opportunity: As Grace Counseling & Wellness continues to expand, this position has the potential to grow into a full-time operations role with increasing responsibility.

Complete our company application here: (You may have to copy and paste into your browser).

  Company Description

About Grace Counseling & Wellness

At Grace Counseling & Wellness, we believe that mental wellness is a basic human right.

Our mission is to help people reconnect with what matters most so they can thrive in their lives, relationships, and communities.

We are committed to creating authentic connections, providing exceptional clinical care, and building systems that support both our clients and our team. We believe in collaboration, continuous improvement, and treating every interaction with professionalism, warmth, and compassion.

If you enjoy solving problems, helping people, improving systems, and being part of a mission-driven organization, we'd love to meet you.

Company Description

About Grace Counseling & Wellness\r\n\r\nAt Grace Counseling & Wellness, we believe that mental wellness is a basic human right.\r\n\r\nOur mission is to help people reconnect with what matters most so they can thrive in their lives, relationships, and communities.\r\n\r\nWe are committed to creating authentic connections, providing exceptional clinical care, and building systems that support both our clients and our team. We believe in collaboration, continuous improvement, and treating every interaction with professionalism, warmth, and compassion.\r\n\r\nIf you enjoy solving problems, helping people, improving systems, and being part of a mission-driven organization, we'd love to meet you.