Client Care Coordinator

Overview

Javery Integrative Wellness Services is a growing, virtual therapy practice rooted in culturally responsive, holistic care. We're looking for a Client Care Coordinator who is organized, self-motivated, and genuinely passionate about supporting wellness work that matters.

This is a part-time, remote role for someone who takes initiative, communicates proactively, and thrives in a small team environment where every contribution directly impacts the clients we serve.

Role

The Client Care Coordinator is often the first point of contact for people reaching out to JIWS — and that first impression matters. This role is responsible for managing client intake, coordinating care between clients and therapists, and keeping the administrative side of the practice running smoothly so the clinical team can focus on what they do best.

This person works closely with the Clinical Director and operates with a high degree of independence, so strong judgment, reliability, and genuine care for people are essential.

Core Responsibilities

Client Care

• Respond to all client inquiries via email and intake form within 2 hours during business hours
• Manage the client intake process from initial contact through first appointment
• Coordinate scheduling between clients and therapists
• Follow up with clients regarding forms, payments, and appointments
• Provide warm, professional, and culturally responsive communication that reflects JIWS values

Practice Management

• Maintain and optimize the TherapyNotes system
• Process client payments and manage insurance verification when needed
• Track and follow up on outstanding balances and late payments
• Distribute new clients to appropriate therapists based on specialization and availability
• Support the Clinical Director with calendar management and administrative tasks

Administrative Support

• Keep the Clinical Director informed of weekly tasks, challenges, and updates through consistent communication
• Manage practice documentation and record-keeping
• Support practice growth and marketing initiatives as needed
• Ensure all administrative systems reflect and support JIWS's values and client experience standards

Expected Results

• Client inquiries are responded to within 2 hours during business hours — every time
• New clients move seamlessly from first contact to first appointment with minimal friction
• The Clinical Director is never caught off guard by an administrative issue
• Client-therapist matching is thoughtful and aligned with each therapist's specialty and availability
• Practice documentation is consistently accurate, organized, and HIPAA-compliant
• Administrative systems are maintained proactively, not reactively

Qualifications

• Bachelor's degree in a related field preferred — psychology, social work, public health, healthcare administration, communications, or similar; equivalent experience will be considered
• Previous experience in a mental health, healthcare, or customer service setting strongly preferred
• Familiarity with mental health terminology, the therapy process, or wellness spaces
• Excellent written communication skills with a warm, professional tone
• Strong organizational abilities and attention to detail
• Ability to work independently, problem-solve, and make good judgment calls without constant direction
• Proactive communicator who keeps leadership informed without being prompted
• Coachable and open to learning systems, processes, and tools specific to JIWS
• Experience with practice management software (TherapyNotes preferred but not required)
• Proficiency with Dubsado, Asana, Flodesk, and Google Workspace; willingness to learn tools quickly if new
• Understanding of HIPAA compliance and client confidentiality requirements
• Cultural humility and competence — understanding of and sensitivity to communities that have been historically underserved
• Proficiency with digital tools, email systems, and cloud-based platforms

You're a great fit if...

• You don't wait to be told what needs attention — you notice it and handle it
• You take pride in being the person who keeps things running smoothly behind the scenes
• You communicate proactively — your supervisor is never left wondering where something stands
• You're passionate about wellness and understand why the work JIWS does matters
• You're coachable and approach new systems and processes with curiosity rather than resistance
• You treat every person who reaches out to JIWS with warmth, care, and professionalism — because you genuinely understand what it takes to ask for help
• You're comfortable working independently in a remote environment without daily check-ins
• You're looking to grow with a practice, not just fill a role

Position Details

• Employment Status: Part-time employee
• Hours: 5-10 hours per week with potential to grow as the practice expands
• Schedule: Flexible within business hours (Monday-Friday, 10 AM - 6 PM); availability during these hours is required for timely client support
• Compensation: $18-$20 per hour, commensurate with experience
• Target Start Date: July 2026
• Location: Remote
• Reports to: Clinical Director

***Submissions without a cover letter will not be reviewed***

JIWS is committed to providing holistic, culturally responsive care to communities that have been historically underserved. We value diversity and seek team members who share our commitment to cultural empowerment, compassionate accountability, and generational healing.

Pay: $18.00 - $20.00 per hour

Benefits:

• Flexible schedule
• Paid training

Education:

• Bachelor's (Required)

Experience:

• healthcare: 1 year (Required)
• mental health: 1 year (Required)
• customer service: 1 year (Required)

Work Location: Remote