Practice Coordinator

Brave Soul Therapy Practice Coordinator Remote·Part time The Practice Coordinator supports the day-to-day administrative and operational functions of Brave Soul Therapy. This role is responsible for coordinating client communication, scheduling, insurance verification, billing support, practice systems, and administrative projects while helping ensure the practice operates efficiently and provides an exceptional client experience. The Practice Coordinator works closely with the Clinical Director to support clinicians, maintain organized workflows, and contribute to the continued growth and success of the practice. About Brave Soul Therapy Mission: Brave Soul Therapy exists to curate a mutually respectful and curious therapist-client partnership that leads to emotional and spiritual healing and wholeness. We help adults from diverse backgrounds heal from a variety of emotional and spiritual ailments with a special interest in addiction recovery and healing from religious trauma and abuse. Brave Soul Therapy is a place to BE HEARD. BE SEEN. BE BRAVE.Vision: To curate a culture of licensed therapists and other healers who embody Authentic Self Energy, are Self-led, and who transmit the innate qualities of Self: Compassion, Creativity, Curiosity, Confidence, Courage, Calm, Connectedness, Clarity, Presence, Persistence, Perspective, Playfulness, Patience, and Love.Brave Soul Therapy is a training ground for therapists seeking to understand what it means to be Self-led, and who are aspiring entrepreneurs. The group will exist as a training ground for therapists looking to launch their own practice but there will also be an opportunity to stay connected through the Brave Soul Therapy Collective. This collective is a group of independent solo practitioners seeking to stay connected to a supportive community of therapists and healers. Description Employment Status: Part-Time, Non-Exempt (Hourly) Work Location: Remote (California-based practice) Schedule: Monday–Friday, 9:00 a.m. – 3:00 p.m. Pacific Time (approximately 25 hours per week) Reports To: Felicia Hermle, LCSW, Clinical Director Position Summary The Practice Coordinator plays a vital role in supporting the daily administrative and operational functions of Brave Soul Therapy. This position serves as a primary point of contact for prospective clients, current clients, clinicians, and vendors while ensuring the practice operates efficiently behind the scenes. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced, remote environment. Success in this role requires excellent communication skills, strong judgment, the ability to maintain strict confidentiality, and a commitment to providing compassionate, professional service. Essential Duties and Responsibilities Client Experience & Scheduling Answer incoming phone calls and return missed calls promptly. Respond to general practice emails and inquiries. Schedule consultations and client appointments. Coordinate communication between clients and clinicians. Provide excellent customer service while maintaining professionalism and confidentiality. Insurance & Billing Support Verify insurance eligibility for new clients. Complete ongoing insurance eligibility checks as directed. Assist with billing-related administrative tasks. Support insurance documentation and follow-up as needed. Practice Operations Maintain and organize practice systems and workflows. Manage and update the practice CRM (TheraSaaS/GoHighLevel). Manage communications through Spruce Health. Coordinate administrative tasks within Trello. Maintain and update practice documents, policies, Standard Operating Procedures (SOPs), and internal resources. Assist with credentialing applications, renewals, and related administrative processes. Support vendor communication and administrative coordination. Administrative Support Assist with Gusto, Xero, and other administrative platforms. Prepare, organize, and maintain electronic records and documentation. Track and complete assigned projects. Support implementation of new systems and operational improvements. Assist with general office administration and special projects. Marketing & Growth Support Assist with administrative aspects of marketing initiatives. Help maintain practice materials and online information. Support outreach and promotional projects as assigned. Qualifications Required High school diploma or equivalent. Administrative or office support experience. Excellent customer service and interpersonal skills. Strong written and verbal communication skills. Exceptional organizational and time management abilities. High attention to detail and accuracy. Ability to prioritize multiple tasks and meet deadlines. Strong computer proficiency and ability to learn new software quickly. Ability to work independently in a remote environment. Commitment to maintaining HIPAA compliance and confidentiality. Preferred Experience working in a healthcare or mental health setting. Experience with insurance verification and medical billing support. Experience with Google Workspace. Experience using Gusto, Xero, Sessions Health, Spruce Health, GoHighLevel/TheraSaaS, Trello, or similar platforms. Experience creating or maintaining workflows, policies, or Standard Operating Procedures. Core Competencies Organization and attention to detail Initiative and problem-solving Professional communication Adaptability and continuous learning Accountability and dependability Collaboration and teamwork Discretion and confidentiality Physical Requirements This position is primarily sedentary and requires prolonged periods of computer use, including typing, viewing computer screens, participating in video meetings, and communicating by phone. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Performance Expectations Employees in this position are expected to: Maintain strict confidentiality and HIPAA compliance. Communicate professionally with clients, clinicians, and vendors. Complete assignments accurately and on time. Demonstrate reliability, accountability, and initiative. Contribute to continuous improvement of practice systems and workflows. Represent Brave Soul Therapy with professionalism, empathy, and integrity. Additional Duties This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all responsibilities, duties, or qualifications. Employees may be assigned additional administrative and operational responsibilities as business needs evolve. Performs other administrative and operational duties as assigned to support the needs of the Practice. #J-18808-Ljbffr Brave Soul Therapy