Bilingual Admin & Operations Coordinator (English/Spanish Required) — Behavioral Health Practice

About FICS First Integrative Consulting Services (FICS) is a trauma-informed, culturally responsive behavioral health agency serving youth and families across Hall County and Northeast Georgia. We work closely with juvenile courts, DFCS, DJJ, school districts, and community partners. We're hiring a full-time bilingual English/Spanish Admin & Operations Coordinator to support the daily operations of our practice. This is not a basic receptionist role. It's a coordinator role for someone who can manage details, follow structured processes, close loops, communicate clearly, and support a fast-paced clinical environment with professionalism and confidentiality. What You'll Do You'll serve as a key point of operational coordination between clinicians, clients, families, referral sources, and clinical leadership. Responsibilities include answering phones and managing daily scheduling, confirming appointments, and accurately marking attendance in our scheduling system. You'll coordinate the client intake pipeline from first inquiry to scheduled appointment — collecting insurance and demographic information, verifying eligibility through SimplePractice, and connecting clients with the right clinician. You'll support insurance and billing by running eligibility checks, following up on prior authorizations, and keeping insurance records accurate. A central duty is maintaining our master client log in the agency's internal clinical management system — thorough, accurate, and current, because that log is our source of truth for coordinating care. You'll manage the referral pipeline with outbound calls and emails to DFCS case managers, juvenile court contacts, schools, and community organizations using established scripts, and conduct bilingual community outreach in Spanish to Latino organizations, churches, clinics, and businesses serving Spanish-speaking families. You'll also help maintain accurate digital listings (Google Business, Yelp, Psychology Today, Nextdoor, Facebook, Instagram) and post content from approved materials only, support documentation within the internal system, and handle all protected health information with strict HIPAA confidentiality. Who You Are This role requires someone who finishes what they start — who tracks tasks, follows through, communicates clearly, and understands that accuracy matters in a clinical setting. Success here is measured by accuracy, follow-through, completed tasks, and clear communication, not effort alone.

Required:

Bilingual fluency in English and Spanish — reading, writing, and speaking. You'll use Spanish daily; this is a hard requirement and will be assessed during screening. At least 1 year of administrative experience in a healthcare, clinical, behavioral health, social services, legal, school-based, or comparable regulated environment. (General customer service alone isn't sufficient unless paired with documentation, scheduling, intake, or regulated-environment experience.) Ability to follow structured processes without improvising outside your role. You'll assist with intake, scheduling, insurance records, documentation, and outreach — you won't make clinical decisions or commit the practice to services without authorization. Strict confidentiality. HIPAA compliance is not negotiable. Strong follow-through and ownership — you log your work, complete what you start, and don't let tasks drift. Composure under pressure with frustrated families or demanding referral sources, routing concerns to clinical leadership appropriately.

Comfort with technology:

you'll work across SimplePractice (scheduling, billing, insurance), the agency's internal clinical management system (master log and documentation), spreadsheets, Google Workspace, and social media. You must be a confident, fast learner. Reliable in-office attendance at our Gainesville location during business hours.

Preferred:

Prior experience in community mental health, behavioral health, social services, or a DFCS-related setting Familiarity with SimplePractice, another EHR, or comparable systems Experience with insurance verification, Medicaid, or prior authorization Experience supporting court-involved or system-involved youth Experience with referral tracking, client intake, or community outreach Additional French or Haitian Creole fluency (a plus, not required) Work Environment In-office at 311 Green Street, Suite 404, Gainesville, GA 30501 (no remote). Monday-Friday, daytime business hours. Reports to Ms. Nahomie Julien, LCSW — Clinical Director and Founder. You'll work alongside licensed clinicians, a psychologist, a psychiatric mental health nurse practitioner, and a psychometrist. Compensation $16.50-$18.50/hour, depending on prior healthcare or clinical administrative experience, bilingual Spanish proficiency, insurance verification experience, and ability to manage structured workflows. Full-time, W-2 employee. Paid time off and paid holidays. A 90-day performance review assesses accuracy, reliability, follow-through, documentation discipline, and ability to manage intake, scheduling, insurance verification, referral tracking, and outreach. First 90 Days You'll be expected to learn and demonstrate competency in scheduling and client-record workflows (SimplePractice and the internal system), intake documentation, insurance eligibility verification, appointment confirmation and attendance tracking, master log maintenance, referral tracking and follow-up, bilingual phone/email communication, and HIPAA-compliant practices. To Apply Submit your résumé through Indeed. In your application, include a brief paragraph answering both: (1) Describe a time you took a complex, multi-step task from start to fully complete, including how you tracked progress and confirmed completion. (2) Describe your comfort working in Spanish in a professional, healthcare, social service, or regulated setting. Candidates who don't address both questions may not be reviewed. Building healthier futures through clinical excellence, community care, and integrative solutions.

Work Location:

In person