Bilingual Client Experience Coordinator

Circle of Wellness; Virginia (MN); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

50% employer-paid health insurance

Paid Time Off (PTO)

Professional development opportunities

Job summary

Circle of Wellness in Virginia, Minnesota, is seeking a Client Experience Coordinator to be the first point of contact for clients, ensuring they feel supported throughout their therapeutic journey. This role involves scheduling, intake, client communication, and insurance verification.

The ideal candidate has 2+ years in a healthcare front desk role and strong problem-solving skills. The position offers competitive pay, full-time hours, and benefits including health insurance and professional development opportunities.

Qualifications

• 2+ years of experience in a healthcare front desk or intake role.
• Ability to work on-site daily; this is not a hybrid or remote position.
• Excellent time management in a fast-paced setting.

Responsibilities

• Answer all incoming calls professionally and route messages.
• Schedule intake appointments within 24 hours for new clients.
• Maintain accurate records in our EHR and assist with follow-ups.
• Greet clients warmly and ensure a professional check-in process.
• Monitor referral inbox and ensure timely responses.

Skills

Bilingual in Spanish

Experience in a healthcare front desk role

Strong phone presence

Emotional intelligence

Problem-solving skills

Attention to detail

Proficiency in EHR systems

Familiarity with HIPAA compliance

Education

No college degree required

Tools

SimplePractice

Google Workspace

Job description

Client Experience Coordinator

Benefits

• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Vision insurance

Role Overview

As the first voice and face of Circle of Wellness, the Client Experience Coordinator plays a critical role in ensuring clients feel supported, welcomed, and cared for from first contact through their therapeutic journey. This role leads intake, scheduling, communication, and insurance verification, while also maintaining a calm, professional, and organized office environment. Your ability to balance client needs with administrative efficiency will shape how our clients experience care — before they ever meet with a therapist.

Key Responsibilities

Client Communication & Intake

• Answer all incoming calls professionally, triage inquiries, and route messages to the appropriate staff.
• Serve as the primary contact for all new client inquiries and schedule intake appointments within 24 hours.
• Send, track, and follow up on intake forms and paperwork through our EHR (SimplePractice).
• Clearly explain services, therapist options, and payment policies.

Scheduling & Insurance

• Maintain therapist calendars, manage reschedules, and monitor for double bookings or gaps.
• Verify insurance benefits, document eligibility, and communicate clearly with clients about copays and coverage.
• Track insurance expirations and flag upcoming terminations.

Payments & Documentation

• Collect and record copays and private pay amounts at the time of service.
• Apply no-show and late cancellation fees as outlined in policy.
• Maintain accurate records in our EHR and assist with follow-up documentation when needed.
• Monitor and follow up on outstanding client balances, initiate and document payment plans when needed, and support clients in resolving past‑due accounts in coordination with the billing team.

Office Environment & Client Experience

• Greet clients warmly in person and ensure a professional, welcoming check‑in process.
• Oversee the cleanliness, organization, and ambiance of the front office, waiting room, and shared areas.
• Restock refreshments, client materials, and administrative supplies.
• Notify management of facility issues and coordinate basic office needs (cleaning, maintenance requests, etc.).

Team Collaboration

• Monitor the referral inbox and voicemail system daily and ensure timely responses.
• Track referral sources and outcomes for internal reporting.
• Escalate urgent issues or client concerns to the Practice Operations Manager.
• Identify and suggest workflow improvements to enhance client engagement and administrative efficiency.

Qualifications

• Bilingual in Spanish is a strong plus, as we serve a large Spanish‑speaking client population.
• 2+ years of experience in a healthcare front desk or intake role (behavioral health preferred)
• Strong phone presence, emotional intelligence, and problem‑solving skills
• Excellent attention to detail and time management in a fast‑paced setting
• Proficiency in EHR systems (SimplePractice preferred) and Google Workspace
• Familiarity with HIPAA compliance and client confidentiality standards
• No college degree required
• Ability to work on‑site daily; this is not a hybrid or remote position

Compensation & Benefits

We believe in taking care of our team the way we want them to care for our clients.

• Competitive hourly pay, based on experience and qualifications
• Full‑time, non‑exempt (hourly), paid bi‑weekly
• Paid Time Off (PTO) and paid holidays
• 50% employer‑paid health insurance for eligible full‑time staff
• Professional development and training opportunities

How to Apply

To apply, please submit your resume and a brief note sharing why you're a great fit to: [e-mail]