Client Operations Manager Therapy Practice and Coaching

**About Us**

We are a U.S.-based psychotherapy and coaching practice in California. This is a clinical operations role. You will work with client health information and must handle it confidentially.

**The Role**

You run client operations from start to finish: capture and qualify leads, book consults, onboard clients, run insurance and billing, and keep every client scheduled and supported. No lead falls through the cracks, sessions happen reliably, and admin never turns into chaos.

**What You Will Do**

* Respond to leads fast, qualify, book consults, follow up until they book or close.
* Book and reschedule sessions; manage a complex recurring calendar with no double-bookings.
* Onboard new therapy and coaching clients to fully active.
* Insurance: verification, eligibility, prior authorizations, denied claims.
* Keep GoHighLevel (CRM) and TheraNest (EHR) clean and current.
* Handle reschedules, cancellations, client questions, paperwork follow-up.

**You Must Already Have**

* Hands-on CRM experience (GoHighLevel a plus).
* Hands-on EHR experience (TheraNest or similar).
* Insurance experience: verification, eligibility, prior auths, denied claims.
* Advanced Excel; comfortable in Word.
* Complex calendar management: recurring sessions, reschedules, multiple providers, daylight-savings, five-week months, holidays.
* Speed-to-lead discipline and daily task follow-through.
* Fluent English, written and spoken, comfortable on client calls.
* Available 8 AM–5 PM Pacific, full-time. Reliable internet and power.
* You can SHOW your work in BOTH an EHR and a CRM by screen-share or screenshots. Claiming it is not enough.

**Nice to Have**

Therapy practice or medical office background. Insurance paneling/credentialing. Experience reducing no-shows at scale.

**Boundaries**

You run the 15-minute qualifying consult and route the lead. You do not close sales or make clinical decisions.

**Hours and Pay**

160 hours/month, 8 AM–5 PM Pacific. $20/hour or less, depending on experience.

**How to Apply**

Send your resume and a 4–8 minute video answering:

* How you onboard a new client from closed/won to fully active, including the first 24 hours.
* How you keep recurring sessions from being dropped.
* Your hands-on insurance experience.
* Which CRM and EHR you have used, and how you keep records accurate.
* Show your work: screen-share or screenshots inside a real EHR and CRM.