Pathways For Change Children’s Counseling Center is a well-established, high-volume private practice dedicated to exceptional care and a welcoming, family-centered atmosphere. We are seeking a detail-oriented, compassionate, highly organized Administrator who thrives in a fast-moving environment and loves helping families feel supported.

This role blends front-desk operations, client scheduling, communication, billing, and day-to-day practice support. You will be the friendly, steady presence that keeps the office running smoothly.

Position Overview

The Administrator / Scheduler & Billing Specialist supports the daily operations of our busy counseling practice, ensuring that clients, families, and clinicians receive exceptional service. This role handles scheduling, communication, billing, insurance verification, processing claims & rejected claim corrections, and general administrative support.

Key Responsibilities

Scheduling & Client Support

• Manage daily scheduling for 6 therapists
• Greet clients and families with warmth and professionalism
• Maintain accurate calendars and assist with client appointment reminders
• Support intake coordination and assign new clients as needed

Billing & Insurance

• Verify insurance benefits for new clients
• Process copays, payments, and reconcile daily transactions
• Submit insurance claims and track outstanding balances
• Communicate with families regarding billing questions
• Maintain accuracy in client accounts and insurance information

Administrative Operations

• Answer phones and respond promptly to emails
• Support therapists with documentation needs
• Maintain organized office systems and supplies
• Uphold confidentiality, HIPAA standards, and practice policies

What We’re Looking For

• Strong customer service and communication skills
• Confident with multitasking, time-management, and staying organized and on task
• Experience in scheduling, customer service, mental health office operations, and billing is required
• Ability to stay calm and supportive 
• Reliable, detail-oriented, and team-oriented
• Tech-savvy & experience with TherapyNotes a plus
• Someone who brings warmth, maturity, and professionalism to our team