Counseling Practice Manager and Intake Coordinator (Remote/Part-Time)

Arcadia Psychotherapy; Seattle (WA); Remote; USD 26,000 - 37,000; Part time

Job summary

Arcadia Psychotherapy is seeking an experienced Counseling Practice Manager & Intake Coordinator to support clinical operations and client onboarding for our online counseling group. This role ensures clients are welcomed professionally, matched with clinicians, and supported through intake and benefits coordination.

We offer a remote, part-time position based in Washington state with a flexible schedule. The ideal candidate has experience in mental health intake coordination, strong

Qualifications

• Experience in mental health intake coordination or clinical administration.
• Excellent communication and professionalism in client interactions.
• Highly organized, reliable, and able to manage multiple tasks with minimal supervision.
• Familiar with insurance benefits, billing procedures, and compliance.
• Thrives in a remote work setting with email/phone/practice software familiarity.
• SimplePractice EHR experience preferred.

Responsibilities

• Screen incoming client inquiries via phone, email, and online forms.
• Match new clients with clinicians based on clinical needs and availability.
• Ensure intake paperwork, consent forms, and documentation are completed accurately and stored securely.
• Coordinate benefits verification and communicate with the billing team to confirm coverage and authorizations.
• Assist clients with insurance questions, changes, verifications, and benefit checks.
• Track and maintain intake workflows and follow-ups to minimize gaps and maximize client engagement.
• Collaborate with clinicians and administrative staff to ensure smooth transitions from intake to ongoing care.
• Maintain accurate client records and contribute to process improvement efforts.
• Support the administrative needs of clinician onboarding.
• Support business operations.

Skills

Mental health intake

Clinical administration

Insurance billing

Remote work

Communication skills

Organization

Compliance

SimplePractice

Tools

SimplePractice

Job description

Counseling Practice Manager and Intake Coordinator

Remote (Washington State)

Part-Time - $23+/hr

Job Overview

• Schedule: Monday–Friday, 10 am – 2 pm Pacific Time.
• Location: Remote Must be based in Washington state.
• Position Type: Part Time.
• Practice Size: ~25 clinicians and growing.
• Compensation: $23/hr+.

About the Role

We are a growing online counseling group practice seeking an experienced, detail-oriented Clinical Practice Manager & Intake Coordinator to support our clinical operations and client onboarding. This role ensures that clients are welcomed professionally, correctly matched with clinicians, and fully supported through intake and benefits coordination.

Key Responsibilities

• Screen incoming client inquiries via phone, email, and online forms.
• Match new clients with appropriate clinicians based on clinical needs, preferences, and clinician availability.
• Ensure all required intake paperwork, consent forms, and documentation are completed accurately and stored securely.
• Coordinate benefits verification and communicate with the billing team to confirm coverage and authorizations.
• Assist clients with insurance questions, changes, verifications, and benefit checks.
• Track and maintain intake workflows and follow-ups to minimize gaps and maximize client engagement.
• Collaborate with clinicians and administrative staff to ensure smooth transitions from intake to ongoing care.
• Maintain accurate client records and contribute to process improvement efforts.
• Support the administrative needs of clinician onboarding.
• Support business operations.

Ideal Candidate

We are looking for someone who:

• Has experience in mental health intake coordination, clinical administration, or health care office management.
• Demonstrates excellent communication skills and professionalism in client interactions.
• Is highly organized, reliable, and capable of managing multiple tasks with minimal supervision.
• Is familiar with insurance benefits, billing procedures, and compliance expectations.
• Can thrive in a remote work setting and use communication tools (email, phone systems, practice software) effectively.
• Has experience with SimplePractice EHR (preferred).

Why Join Us

• Support meaningful mental health services.
• Work part-time with a flexible remote schedule.
• Collaborate with a compassionate multidisciplinary team.
• Opportunity for role growth and expanded hours as the practice evolves.