Client Services Coordinator

Position Summary

The Client Services Coordinator plays a key role in supporting client access to services at Samaritan Center. This position manages all aspects of client intake and scheduling processes payments and monitors client account balances, and coordinates school‑based counseling referrals. As the first point of contact for many clients, the Coordinator also provides reception support, responds to inquiries, and ensures accurate administrative documentation to assist both clients and the clinical team.

Essential Responsibilities

Client Intake & Enrollment

• Gather required intake information from new clients.
• Schedule clients with the appropriate therapist.
• Verify insurance benefits.
• Enter client information into the TherapyNotes database.
• Provide clients access to the online portal or mail required paperwork.

Billing & Payment Processing

• Process client payments through TherapyNotes.
• Follow up on outstanding client balances.

School-Based Counseling Coordination

• Manage incoming school-based counseling referrals.
• Conduct intake steps with referred families or students.
• Maintain and update school-based rosters.

Client & Visitor Support

• Answer phone calls and greet clients and visitors at the reception desk.
• Respond to information requests from current and prospective clients.
• Answer all inquiries regarding first appointments.
• Provide support and answers to questions from new or existing clients.

Administrative Support

• Support the Administrative Manager with additional duties as assigned.

Skills & Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Education & Experience:

• Medical Practice Experience: 2+ Years
• EHR Systems: 2 years+
• Experience working in a mental health setting (preferred)