Practice Coordinator & Office Manager Company:

Common Thread Counseling Position Type:

Part-Time (W-2)

Initial Ramp-Up & Hours:

Week 1: ~5 hours (Orientation & practice onboarding) Weeks 2 & 3: ~10 hours/week (Hands-on training, systems shadowing & workflow ramp-up) Week 4 onwards: 20 hours/week steady schedule (with opportunity for expanded hours as clinic caseload grows)

Schedule Window:

Monday - Friday, scheduled within the 9:00 AM - 3:00 PM window; hybrid flexibility

Location:

Anchorage, Alaska (On-site clinic operations, local provider outreach, and remote administrative blocks)

Compensation:

$26.00 - $30.00 / hour (DOE) + standard IRS mileage reimbursement for local outreach

Benefits & Leave:

Paid sick and safe leave accrued in compliance with Alaska employment law (accrues at 1 hour per 30 hours worked) About the

Role:

Common Thread Counseling is seeking an organized, tech-savvy, and outgoing Practice Coordinator & Office Manager to guide our clinic operations and champion our outreach initiatives throughout the Anchorage healthcare community. Our clinic utilizes digital self-check-in software rather than a traditional front-desk reception setup. This allows this role to focus on high-impact operational leadership, provider backing, and community relationship building rather than waiting on foot traffic. Your time will be balanced across two primary focus areas: approximately 70% dedicated to internal practice operations, administrative systems, and clinician support, and 30% dedicated to external marketing coordination and referral relationship development. To ensure a smooth, confident transition, this position features a graduated onboarding schedule: starting with 5 hours of orientation in Week 1, 10 hours per week for Weeks 2 and 3, and settling into the permanent 20 hours/week schedule by Week 4. Key Responsibilities 1. Practice Operations & Facility Coordination (~50%) Maintain a calm, organized, serene, and fully functional clinic environment across all therapy rooms and shared spaces.

Oversee inventory management:

monitor clinic usage, place orders, and restock office supplies, client hospitality amenities, and clinical materials proactively. Process incoming/outgoing clinic mail, manage deliveries, and coordinate physical documentation. Act as the point of contact for routine facility vendors (cleaning teams, building management, supplies, IT/internet support). Resolve basic office hardware and tech hiccups independently (e.g., reconnecting printers, restarting Wi-Fi equipment, updating check-in tablets). Provide administrative backing to our collaborative team of 5 licensed mental health clinicians. 2. Community Outreach & Marketing Coordination (~30%) Serve as the professional face and ambassador of Common Thread across Anchorage's healthcare and wellness ecosystem. Coordinate, assemble, and distribute practice marketing collateral to prospective and active referral partners (psychiatrists, primary care clinics, integrative health providers, and specialized wellness centers). Conduct scheduled in-person visits and professional phone outreach to establish and nurture collaborative referral pipelines. Maintain an organized tracking system for outreach touchpoints, community contacts, and referral source patterns. 3. Client Coordination, Phone Triage & Scheduling (~20%)

Phone Triage & Support:

Answer incoming clinic calls using cloud/VoIP phone software, field inquiries, take detailed messages, and triage urgent calls with emotional composure and clear clinical boundaries (in-depth crisis triage protocol training provided).

Schedule & Intake Collaboration:

Partner closely with our dedicated Intake Coordinator to balance clinician calendars, optimize appointment availability, and manage client follow-up scheduling.

Routine Billing Support:

Assist with routine, minor billing tasks (collecting copays, processing balance payments, verifying intake billing information, and liaising with billing support). Uphold strict HIPAA compliance, medical records privacy (ROI protocols), and professional clinical ethics at all times.

Qualifications & Requirements Experience:

3+ years of administrative or operational experience in a healthcare or mental health setting (required).

Communication & Emotional Grounding:

Exceptional interpersonal warmth, verbal fluency, and professional polish—both over the phone and during face-to-face provider visits. Calm, steady communication style when triaging distressed or emotionally dysregulated callers.

Firm understanding of boundaries:

ability to offer compassionate administrative triage without providing clinical advice or therapy.

Technical Fluency & Problem-Solving:

High comfort using cloud-based office platforms (Google Workspace), Electronic Health Records (EHR), digital client check-in kiosks, and cloud-based/VoIP softphone systems. Resourceful and self-directed with basic tech troubleshooting (rebooting routers, tablet setups, printer maintenance).

Compliance & Discretion:

Solid working knowledge of HIPAA regulations, Release of Information (ROI) protocols, and the strict confidentiality standards required in behavioral health. Absolute discretion regarding internal clinician dynamics, client presence, and practice business matters.

Autonomy & Workflow Stamina:

High comfort working independently in a tranquil, low-traffic clinic setting without constant direct supervision. Ability to context-switch smoothly between detail-oriented data/billing tasks and upbeat community outreach.

Mandatory Clearances & Mobility:

Must successfully pass a comprehensive criminal background check (mandatory). Must provide at least three verifiable professional references (mandatory). Valid driver's license, reliable personal vehicle, and comfort driving locally in Anchorage for scheduled provider visits (mileage fully reimbursed).

Schedule & Environment Onboarding Schedule:

Week 1: 5 hours (Orientation & clinic walk-through) Weeks 2-3: 10 hours/week (Hands-on training & workflow shadowing) Week 4+: 20 hours/week (Core schedule)

Core Hours:

Monday through Friday, scheduled within the 9:00 AM - 3:00 PM window.

Hybrid Flexibility:

A predictable balance of on-site clinic days (stocking, operations, clinician syncs), local outreach field time, and work-from-home administrative focus blocks. How to Apply Please submit your resume, a cover letter highlighting your background in healthcare administration and community relationship building, and three professional references to info@commonthreadcounseling.com.

Pay:

$26.00 - $30.00 per hour Expected hours: 20.0 per week

Work Location:

In person