Flourish Counseling and Consultation, PLLC is a group practice of licensed mental healthcare professionals serving the Dallas area. We provide mental health counseling services to children, families, adults, and couples. Our practice was formed in 2014, has steadily grown, and has served over 2000 clients. We are located in the southern sector of Dallas, and are committed to bringing mental health services to underserved communities.

Job Description

Title: Office Coordinator

Part Time: 25-30 hours per week, schedule TBD between hours 9a-5p M-F

Responsibilities

1. Answer phone, check voice and text messages, return calls and emails promptly on the same day unless received after 4 pm.

2. Communicate with additional office staff if assistance is needed in responding to client inquiries.

3. Prescreen for new clients’ specific concerns, preferred schedule, and funding source. Assign counselors accordingly. Use phone etiquette to build rapport with potential clients. Listen patiently, and clearly communicate how we can help.

4. Schedule appointments during each counselor’s preferred hours. Communicate with counselors about scheduled appointments as necessary.

5. Follow policy and procedures for intakes:

a. entering demographic information

b. scheduling appointments with efficiency,

c. sending intake forms,

d. checking insurance eligibility,

e. having a valid credit card on file,

f. canceling appointments if forms aren’t received,

g. sending directions email to new clients before first session.

6. Run daily billing when necessary, creating invoices, running credit cards, and submitting insurance claims.

7. Maintain confidentiality of client records and participate in yearly HIPAA compliance training.

8. Enter contact log notes in electronic medical record on all client-specific work.

9. Maintain shared administrative notes for all work.

10. Send birthday wishes to current and former clients.

11. Work to accommodate clients within our practice, offer a variety of counselor options.

12. Follow up with clients on waitlist and communicate status, offer alternative options when available.

13. Run monthly reports on missing progress notes for counselors

Experience required:

· Ability to work independently from a remote location, attend weekly meetings

· Proficiency with email, internet, text, voice mail, Microsoft Office applications

· Ability to communicate respectfully and patiently on the phone and in writing to ensure rapport building from first contact

· Excellent customer service and organizational skills

Preferred:

· Experience with electronic medical records and insurance billing

· Prior work managing daily operations in an office

· Bachelor's degree and interest in the mental health field

Flourish Counseling and Consultation

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Office Coordinator