Clinical Operations Coordinator

The Clinical Operations Coordinator plays a key role in supporting the day-to-day operational flow of Find Your Balance Center for Growth & Change. This position works closely under the Office Lead and serves as a senior-level administrative support role with elevated responsibility, organizational ownership, and leadership expectations.

This role blends client access, scheduling, and administrative coordination with systems thinking, process improvement, and team support. The ideal candidate is highly organized, proactive, bilingual in Spanish, and capable of identifying inefficiencies and supporting solutions—while maintaining strong client-centered care and operational excellence.

This position is designed for someone who demonstrates leadership capacity and may grow into higher operational or supervisory roles over time.

Compensation:

$7 - $10 hourly

Responsibilities:

Client Access, Scheduling & Intake Coordination

• Oversee and manage client scheduling, rescheduling, and calendar optimization across clinicians.
• Ensure therapist availability is accurately reflected and appointment slots are used efficiently.
• Send appointment reminders, confirmations, and follow-ups to reduce no-shows and cancellations.
• Serve as a primary point of contact for scheduling-related client inquiries via phone, email, and internal systems.
• Provide clear guidance to clients regarding telehealth access, intake steps, and next actions.
• Communicate mental health insurance basics to clients, including eligibility, co-pays, and deductibles, in both English and Spanish.

Operational & Administrative Coordination

• Maintain accurate scheduling, intake, and appointment records within the EMR and related systems.
• Verify insurance eligibility prior to scheduling and flag issues to billing or leadership as needed.
• Coordinate closely with billing and credentialing teams on appointment-related or access issues.
• Track appointment trends, access bottlenecks, and workflow challenges; proactively suggest improvements.
• Support the implementation and adherence to Standard Operating Procedures (SOPs).
• Assist with documentation tracking, intake flow audits, and operational task follow-through.

Leadership Support & Systems Thinking

• Act as a senior support to the Office Lead by identifying workflow gaps, inconsistencies, or inefficiencies.
• Model professionalism, accountability, and clear communication for the administrative team.
• Support training of newer administrative staff on scheduling workflows, systems, and expectations.
• Escalate concerns thoughtfully and offer solution-oriented recommendations.
• Assist with special projects, system rollouts, and operational improvements as assigned.
• Maintain confidentiality and compliance with HIPAA and organizational policies at all times.

Qualifications:

Required

• Fluent bilingual Spanish and English (required).
• Minimum 2 years of experience in healthcare, mental health, or behavioral health administration.
• Strong experience with scheduling, client access, or intake coordination in a mental health setting.
• Working knowledge of mental health insurance benefits, eligibility, and basic billing concepts.
• Demonstrated ability to manage complex schedules and prioritize competing demands.
• High level of organization, attention to detail, and follow-through.
• Proficiency with EMR systems (mental health EMR strongly preferred), Google Workspace, and scheduling tools.
• Excellent verbal and written communication skills.

Preferred

• Experience supporting or mentoring administrative staff.
• Exposure to SOP development, workflow improvement, or operational coordination.
• Comfort identifying patterns, tracking data, and proposing process improvements.
• Interest in long-term growth within operations, leadership, or practice management.

About Company

Find Your Balance, Center for Growth and Change Inc., is a mission-driven mental health practice providing telehealth services across California. Our mission is to create a world where mental health is prioritized and accessible to all.

Core Values

• Growth through teamwork and positivity
• Respect in every interaction
• Ownership and accountability
• Willingness to lead
• Togetherness in compassion and empathy
• Honesty and integrity