[Hiring] Counseling Practice Manager and Intake Coordinator @Arcadia Psychotherapy

Role Description

We are a growing online counseling group practice seeking an experienced, detail-oriented Clinical Practice Manager & Intake Coordinator to support our clinical operations and client onboarding. This role ensures that clients are welcomed professionally, correctly matched with clinicians, and fully supported through intake and benefits coordination.

Key Responsibilities

• Screen incoming client inquiries via phone, email, and online forms.
• Match new clients with appropriate clinicians based on clinical needs, preferences, and clinician availability.
• Ensure all required intake paperwork, consent forms, and documentation are completed accurately and stored securely.
• Coordinate benefits verification and communicate with the billing team to confirm coverage and authorizations.
• Assist clients with insurance questions, changes, verifications, and benefit checks.
• Track and maintain intake workflows and follow-ups to minimize gaps and maximize client engagement.
• Collaborate with clinicians and administrative staff to ensure smooth transitions from intake to ongoing care.
• Maintain accurate client records and contribute to process improvement efforts.
• Support the administrative needs of clinician onboarding.
• Support business operations.

Qualifications

• Experience in mental health intake coordination, clinical administration, or health care office management.
• Excellent communication skills and professionalism in client interactions.
• Highly organized, reliable, and capable of managing multiple tasks with minimal supervision.
• Familiarity with insurance benefits, billing procedures, and compliance expectations.
• Ability to thrive in a remote work setting and use communication tools (email, phone systems, practice software) effectively.
• Experience with SimplePractice EHR (preferred).

Benefits

• Support meaningful mental health services.
• Work part-time with a flexible remote schedule.
• Collaborate with a compassionate multidisciplinary team.
• Opportunity for role growth and expanded hours as the practice evolves.

Company Description

Remote (Washington State)

Part-Time - $23+/hr

Schedule: Monday–Friday, 10 am – 2 pm Pacific Time.

Location: Must be based in Washington state.

Practice Size: ~25 clinicians and growing.

Compensation: $23/hr+.