Client Experience & Practice Operations Manager

Plutonic; Atlanta (GA); Hybrid; USD 21,000 - 30,000; Part time

Benefits offered by this job

Hybrid in Norcross, GA

Part-time 15+ hours per week

Job summary

Plutonic is seeking a proactive Client Experience & Practice Operations Manager to own client communication, onboarding, scheduling, and therapist coordination. This hands-on role requires independence, sound judgment, and reliability to keep multiple workflows moving without constant direction.

You will interface with prospective clients, guide onboarding, coordinate therapist interviews, credentialing, and documentation, and maintain accurate records in the EHR and internal systems.

Qualifications

• Experience in behavioral health, medical-office administration, healthcare operations, practice management, client services or related roles.
• Ability to own responsibilities, work independently, and see tasks through to completion.
• Strong phone presence and professional communication with clients, families, therapists and professionals.
• Excellent written communication, organization, and attention to detail.
• Ability to manage competing priorities in a fast-moving environment.
• Experience with EHR systems, spreadsheets, databases, scheduling platforms, and related tech.
• Experience with SimplePractice, provider credentialing, or therapist recruiting is strongly preferred.
• Bachelor’s degree in healthcare administration, business, psychology, communications, or related field preferred.

Responsibilities

• Serve as primary contact for clients and families.
• Respond to inquiries via phone, email, and text promptly and professionally.
• Guide clients through intake, onboarding, and therapist matching.
• Manage client and therapist scheduling, appointments, cancellations, and updates.
• Coordinate with therapists to resolve scheduling and admin issues.
• Conduct introductory calls to explain Plutonic and its Virtual Therapy Platform.
• Coordinate therapist interviews, onboarding, credentialing, and documentation.
• Maintain and audit client and therapist records in the EHR and systems.
• Review charts to ensure forms and consents are complete.
• Track outstanding tasks and follow through to resolution.
• Support insurance verification, credentialing, billing, and admin workflows.
• Identify operational problems and recommend improvements.
• Partner with CEO on reporting and strategic priorities.

Skills

Client communication

Scheduling

Therapist coordination

Independent work

Organization

Attention to detail

EHR systems

SimplePractice

Confidentiality handling

Education

Bachelor’s degree in healthcare admin / business / psychology / communications or related field

Tools

SimplePractice

EHR systems

Scheduling platforms

Job description

Plutonic | Technology-Enabled Mental Health Services

About the Role

Plutonic is seeking a proactive and dependable Client Experience & Practice Operations Manager to take ownership of client communication, scheduling, therapist coordination, and essential day-to-day administrative workflows.

This is a hands-on role requiring independence, sound judgment, strong follow-through, and the ability to keep multiple workflows moving without constant direction. You will serve as a primary point of contact for prospective and current clients, help families navigate the onboarding process, coordinate scheduling, and ensure administrative tasks are completed accurately and on time.

You will also communicate with prospective therapists, participate in introductory calls to explain Plutonic and our Virtual Therapy Platform, and coordinate therapist interviews, onboarding, credentialing, and documentation. The position works directly with the CEO and plays an important role in keeping the practice organized, responsive, and operating effectively.

What You Will Do

• Serve as a primary point of contact for prospective and current clients and families
• Respond to client inquiries by phone, email, and text in a prompt and professional manner
• Guide prospective clients through intake, insurance verification, onboarding, and therapist matching
• Manage client and therapist scheduling, including appointments, cancellations, rescheduling, and availability changes
• Follow up with prospective clients who have not completed intake or scheduled an appointment
• Coordinate with therapists to resolve scheduling and administrative issues
• Conduct introductory phone or video calls with prospective therapists to explain Plutonic, our services, and our Virtual Therapy Platform
• Coordinate therapist interviews, follow-ups, onboarding, credentialing, and required documentation
• Maintain and audit client and therapist records within the EHR and internal systems
• Review charts to ensure required forms, consents, and administrative documentation are complete
• Track outstanding tasks and follow through with clients, therapists, and external partners until they are resolved
• Support insurance verification, credentialing, billing, and other practice-administration workflows
• Identify operational problems and recommend or implement practical improvements
• Partner directly with the CEO on reporting, special projects, and organizational priorities

What We Are Looking For

• At least one to two years of experience in behavioral health, medical-office administration, healthcare operations, practice management, client services, recruiting, or a comparable role
• Demonstrated ability to take ownership, work independently, and follow responsibilities through to completion
• Strong phone presence and confidence speaking with prospective clients, parents, therapists, and other professionals
• Excellent written communication, organization, and attention to detail
• Ability to manage competing priorities in a fast-moving environment
• Comfort addressing problems, making appropriate decisions, and escalating issues when necessary
• Experience working with EHR systems, spreadsheets, databases, scheduling platforms, and other technology
• Ability to handle confidential client and business information appropriately
• Experience with SimplePractice, behavioral health practices, insurance verification, provider credentialing, or therapist recruiting is strongly preferred
• Bachelor’s degree in healthcare administration, business, psychology, communications, or a related field preferred
• Type: Part-Time 15+ hours per week.
• Location: Hybrid with in-office time in Norcross, GA, as needed.