What are the responsibilities and job description for the Practice Administrator position at Head & Heart Therapeutic Solutions?
About Head & Heart Therapeutic Solutions
At Head & Heart, we believe that healing happens in safe, affirming relationships. Our mission is to provide holistic, compassionate, and evidence-informed therapy that acknowledges the full humanity of our clients. We challenge oppressive systems, prioritize inclusivity, and support both our clients and clinicians in their journeys toward growth and transformation.
We are seeking a highly organized, detail-oriented, and friendly Practice Administrator to ensure the smooth operation of our practice. This role involves client support, office management, and insurance billing. No prior billing experience is required—just willingness to learn, problem-solving mindset, and persistence. The ideal candidate is proactive, and capable of managing multiple responsibilities with warmth and professionalism.
Key Responsibilities:
Client Support & Intake Coordination:
- Serve as the first point of contact for clients, ensuring a welcoming and affirming experience for all clients including those from marginalized communities
- Handle client inquiries with professionalism, confidentiality, and warmth.
- Manage intake scheduling, paperwork, and communication
- Maintain clear boundaries with compassion
Billing & Insurance Coordination:
- Verify client benefits and submit insurance claims
- Track and follow up on unpaid claims, resolving billing issues with persistence
- Assist clients with understanding insurance coverage and resolving billing questions
- Maintain organized records of billing activity
Administrative Operations & Office Management:
- Open the office at 8:30 AM Monday-Friday
- Maintain office space as a welcoming and functional environment for clients and staff
- Oversee daily administrative tasks, ensuring efficient office operations
- Manage documentation, client records, and internal communications
- Assist with credentialing, compliance, and onboarding new clinicians.
- Run occasional business-related errands and support special projects
- Solve problems independently, continuously improving systems and processes.
Technology & Systems Management
- Proficient in Word, Google Docs, and Excel; ability to learn TherapyNotes, CAQH, Availity, Canva, and other digital tools.
- Assist with maintaining digital systems and troubleshooting minor tech issues.
- Support marketing efforts, including email newsletters and website updates.
Practice Policy & Values Alignment
- Uphold our commitment to creating an inclusive and ethical space for clients and clinicians, with a focus on supporting marginalized populations
- Act as a resource for clinicians regarding policies and administrative procedures.
Qualifications & Skills:
Essential:
- Highly Organized – Detail-driven; manages multiple responsibilities efficiently
- Strong Communicator – Warm, clear, and professional in all interactions
- Problem-Solver – Proactive and able to troubleshoot challenges independently
- Tech-Savvy & Adaptable – Comfortable learning and using new systems.
- Confidential & Discreet – Handles sensitive information with care.
- Self-Motivated & Team-Oriented – Works independently while supporting the team.
Additional Strengths (Preferred but Not Required):
- Prior experience in mental health, medical, or wellness administration.
- Familiarity with insurance credentialing, billing, or compliance
- Background in equity-focused, trauma-informed, or social justice-aligned work.
Why Join Head & Heart?
- Impactful Work – Be part of a practice dedicated to liberatory mental health
- Supportive Team – Work with values-driven, inclusive, and growth-oriented folks
- Beautiful Workspace – Work in a bright, beautiful, plant-y space in the Commons
- Flexible & Sustainable Work Culture – We prioritize work-life balance and strive to create a supportive and sustainable workplace.
Compensation & Hours
- Hourly Rate: $18-22, based on experience.
- Part-Time: 25-32 hours/week, with potential for Full-Time.
- Benefits: Life Insurance included; Medical, Dental & Vision available.
To Apply:
Please submit your resume and a cover letter outlining your interest in the role and how your experience aligns with our mission to:* Caroline Thomas at caroline@headandhearttc.com*
Job Types: Full-time, Part-time
Pay: $18.00 - $22.00 per hour
Expected hours: 24 – 40 per week
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
- Monday to Friday
Work Location: In person
Salary : $18 - $22