Part-time Practice Administrative Coordinator

Seattle Counseling Center is a small, growing psychotherapy practice in Queen Anne, Seattle. We’re looking for a highly organized, conscientious person to provide part-time administrative support across billing and insurance follow-up, client intake, paperwork, and day-to-day office operations.

This is a small role to start, with 4–6 hours per week and potential for additional hours and responsibilities as the practice grows.

What You’ll Do

Billing & Insurance

• Follow up with insurance companies about unpaid, delayed, rejected, or denied claims
• Make provider-services calls and document reference numbers, representatives, and next steps
• Track outstanding payments and unresolved claims
• Make straightforward claim corrections or resubmissions
• Maintain a simple, organized list of outstanding billing issues and follow them through to resolution
• Monitor accounts receivable and flag issues that need clinical or owner review
• Clean up outstanding claim information in SimplePractice through routine data entry, status updates, and record organization

Intake & Scheduling

• Respond to new client inquiries and coordinate consultations and initial appointments
• Help keep clinician schedules organized and follow up with prospective clients as needed
• Track intake steps and identify missing information
• Route clinical questions or concerns to the appropriate clinician

Practice Administration

• Check for missing forms, signatures, and other client paperwork and follow up as needed
• Keep administrative information organized in SimplePractice and other practice systems
• Maintain lists of outstanding administrative tasks and follow through on deadlines
• Assist with occasional credentialing, insurance, or other administrative projects as the practice grows

Office Care

You’ll have a recurring time each week in our Queen Anne office to take care of routine in-person tasks, including:

• Watering plants
• Checking and distributing mail
• Refilling bottled water and shared refreshments
• Restocking office supplies and noticing when something needs to be ordered
• Keeping shared spaces stocked, welcoming, and functional
• Noticing and reporting building or office issues

What We’re Looking For

You are

• Highly organized and detail-oriented
• Reliable and comfortable following up until something is resolved
• Comfortable making phone calls and navigating administrative systems
• A clear, professional communicator
• Curious and able to learn new software and processes
• Warm and professional when communicating with clients
• Comfortable working independently and knowing when to ask for help
• Careful with confidential and sensitive information

Experience with medical billing, insurance, healthcare or behavioral health, EHR systems, intake/scheduling, or small-business administration is required. We can train the right person on our systems and processes.

The most important quality is follow-through. We need someone who will notice that an insurance claim is unresolved, make the call, document what happened, remember the next step, and keep going until the issue is closed.

Work Environment & Schedule

This role offers significant flexibility. Most administrative work can be completed remotely, and you’ll have flexibility in how you structure your hours during the week.

We do need a recurring weekly block of time in the Queen Anne office for in-person tasks and office care. The exact day and time can be discussed, but consistent weekday daytime availability is important.

You’ll work directly with the owner of Seattle Counseling Center and have the opportunity to take on additional hours or responsibilities over time as the practice grows.

Compensation

$26–$30 per hour, DOE Part-time W-2 employee Approximately 4–6 hours per week to start

About Seattle Counseling Center

Seattle Counseling Center is a small psychotherapy practice in Queen Anne serving clients throughout Washington through in-person and telehealth therapy. We’re a growing team focused on thoughtful, high-quality psychotherapy and creating a well-supported experience for both clients and clinicians.

Pay: $26.00 - $30.00 per hour

Expected hours: 4.0 – 6.0 per week

Benefits

* Paid time off

Ability to Commute

* Seattle, WA 98119 (Required)

Work Location: Hybrid remote in Seattle, WA 98119