Virtual Client Services Coordinator Kenyatta Black Counseling Arlington, TX Job Details Part-time $14 - $16 an hour 4 hours ago Qualifications Interpersonal skills Administrative experience Medical administrative support Medical records Attention to detail Computer skills Full Job Description Part-Time | Remote | Monday-Friday, 9:00 AM-1:00

PM Pay:

$14.00-$16.00 per hour

Position Type:

1099 Contractor Position Overview KBC Therapy & Wellness is seeking a dependable, organized, and highly responsive Virtual Client Services Coordinator to support the day-to-day operations of our established therapy practice. This is a client-facing position, and the primary responsibility is answering incoming phone calls during your scheduled shift. We are looking for someone who understands that when the phone rings, answering the call takes priority. You will assist current and prospective clients with scheduling, intake questions, billing questions, cancellations, and general practice information while also completing daily administrative responsibilities. This position works Monday through Friday from 9:00 AM to 1:00 PM and reports to the Operations Coordinator. Because this is a virtual position, the ideal candidate must be self-directed, responsive, comfortable managing multiple systems, and able to complete assigned responsibilities without constant reminders. Primary Responsibilities Phone & Client Communication Actively answer incoming RingCentral calls throughout your scheduled shift Assist prospective and current clients with scheduling, cancellations, billing questions, and general inquiries Return missed calls and review voicemails Respond to client texts and emails through TherapyFlow Contact new referrals and prospective clients promptly Document client communication and necessary follow-up Monitor the practice email throughout the shift Monitor incoming faxes and route or process them appropriately New Client Intake & Scheduling Monitor TherapyFlow for new referrals and consultation requests Monitor Zocdoc for new appointments Review new self-registered clients in TherapyAppointment Assist new clients through the intake and scheduling process Send welcome letters and required intake information Follow up on incomplete paperwork Verify first-session appointments are entered correctly Cancel appointments when required paperwork is not completed within practice deadlines Ensure rescheduled clients and appropriate team members receive updated appointment information Daily Client & Administrative Processing Review eligibility information, copays, and outstanding patient balances Attempt collection of balances for same-day and next-day appointments Verify insurance information is entered correctly Review appropriate CPT codes for initial, follow-up, and EAP appointments Process continuity-of-care documentation and fax authorized information to providers Update client status and workflow information in TherapyFlow Maintain accurate records across practice systems Daily Workflow Expectations This position follows an established daily administrative cadence with morning, midday, and end-of-day responsibilities. The expectation is that tasks are actively worked throughout the shift while maintaining live phone coverage.

Our end-of-day standard is simple:

Nothing rolls into tomorrow without being completed, canceled, or clearly documented. Qualifications Previous administrative, receptionist, call center, medical office, or customer service experience preferred Excellent telephone communication and customer service skills Comfortable making and receiving a high volume of client calls Strong attention to detail and follow-through Ability to work independently in a remote environment Comfortable learning and working between multiple software systems Strong written communication skills Ability to prioritize urgent client needs while completing routine administrative responsibilities Experience in a healthcare, behavioral health, or therapy practice is a plus Familiarity with RingCentral, TherapyAppointment, TherapyFlow, Zocdoc, Google Workspace, or similar systems is a plus Remote Work Requirements Because answering incoming calls is the primary responsibility of this position, candidates must have: A quiet and professional remote workspace Reliable high-speed internet Ability to remain available and responsive throughout the scheduled shift An environment that allows for confidential client conversations Reliable computer access and the ability to navigate multiple web-based systems simultaneously Schedule Monday-Friday, 9:00 AM-1:00 PM Approximately 20 hours per week. This position requires consistent availability during these hours. It is not designed for someone who needs to frequently step away during the scheduled shift or manage another job simultaneously. Compensation $14.00-$16.00 per hour, based on experience. This is a 1099 independent contractor position. What Success Looks Like in This Role The right person for this position notices what needs attention and follows it through to completion. You are comfortable talking with clients, you don't allow calls or messages to sit unnecessarily, and you understand the importance of documenting what you have done so the next person knows exactly where things stand. If you enjoy staying organized, closing loops, helping people, and keeping a busy office running smoothly, we would love to hear from you.

Pay:

$14.00 - $16.00 per hour Application Question(s): A client calls about an issue they were previously working on with another administrative team member. That team member is not currently available. The client explains the situation to you and wants help. How would you handle the call? You are responsible for collecting a client's copay before their appointment. You attempt to process the payment but are unsuccessful, and you are approaching the end of your shift. What would you do before logging off for the day? A prospective client calls looking for therapy. They sound anxious and overwhelmed and begin sharing a lot of details about what they are going through. You want the caller to feel heard and cared for, but you also have other calls and administrative responsibilities. How would you handle the conversation? You are working through your daily administrative tasks when the phone begins ringing. At the same time, you have an unfinished task that needs to be completed before the end of your shift. How would you prioritize these responsibilities? It is 12:50 PM and your shift ends at 1:00 PM. You realize there are two items from your daily responsibilities that you will not be able to fully resolve before the end of your shift. Walk us through exactly what you would do before logging off.

Work Location:

Remote