Clinical Operations Coordinator
Location: Newport News, VA (Hybrid)
Schedule: Part-Time | 20 hours per week | One fixed shift selected at hire: 10:00 AM–2:00 PM, 11:00 AM–3:00 PM, or 12:00 PM–4:00 PM
Pay: Starting at $22.00 per hour, commensurate with experience.
In-Office Requirement: 3 days per week in-office, 2 days remote
Position Overview
Mindful Communication Group (MCG) is a growing multidisciplinary outpatient practice providing mental health counseling, speech therapy, and early intervention services, with plans to expand into additional clinical offerings. We are seeking a Clinical Operations Coordinator to support daily administrative, intake, scheduling, billing, and operational tracking across service lines.
This role sits at the intersection of client access, clinician support, and revenue flow. It is ideal for a reliable, detail-oriented healthcare operations professional who is comfortable owning front-end and back-end workflows and who is interested in growing into a broader Clinical Operations role as the practice expands. This role requires a high level of organization, efficiency, and attention to detail, as the Clinical Operations Coordinator serves as a key operational partner and day-to-day support to practice leadership.
This position is best suited for candidates who have worked in outpatient therapy environments and understand the operational and billing nuances of behavioral health and allied health services.
Core Responsibilities
The Clinical Operations Coordinator manages front-end and back-end operational workflows across the practice. Responsibilities include answering incoming calls; responding to client inquiries; managing referrals and intakes; sending, tracking, and following up on intake paperwork; verifying insurance eligibility and benefits; obtaining and tracking authorizations; and coordinating clinician schedules and waitlists.
This role also includes responsibility for in-house billing functions across applicable service lines, including claim submission, reconciliation of EOBs and ERAs, follow-up on unpaid or denied claims, and maintenance of accurate billing and client records within the electronic medical record system. Billing may include services such as mental health counseling, speech therapy, early intervention, and, as applicable, evaluations.
This role requires familiarity with authorization-driven, session-based outpatient therapy billing, including managing visit limits, tracking authorization expirations, and coordinating with clinicians to prevent non-reimbursable services. The Clinical Operations Coordinator regularly works within payer portals (e.g., Availity and similar platforms) to verify benefits, submit documentation, check claim status, and resolve billing issues.
Additional responsibilities include greeting clients, managing inbound referrals and records (including faxed documentation), processing releases of information, uploading referral and insurance documentation into the EMR, supporting administrative aspects of credentialing as directed, and maintaining EMR data accuracy to ensure documentation readiness for billing.
The Clinical Operations Coordinator maintains and updates key operational trackers related to intake flow, scheduling, authorizations, and billing activity and provides regular summary metrics to leadership to support performance monitoring and operational decision-making. The role functions as a trusted operational point of contact, ensuring follow-through on administrative and billing workflows and supporting leadership by maintaining visibility into daily operational performance.
Required Qualifications
A high school diploma or equivalent is required. Candidates must have direct experience with intake coordination and insurance billing in an outpatient behavioral health, mental health, speech therapy, early intervention, or allied health therapy setting.
Qualified candidates will have hands-on experience with therapy-specific workflows, including insurance verification, authorization-driven and session-based billing, tracking visit limits and authorization expirations, claim submission, EOB and ERA reconciliation, and follow-up on unpaid or denied claims. Demonstrated experience using payer portals such as Availity and other insurance carrier platforms is required.
Experience working within an electronic medical record system is required, with SimplePractice experience strongly preferred. Candidates must be highly organized, efficient, and detail-oriented, with the ability to manage multiple priorities independently, maintain operational accuracy, and execute tasks with minimal oversight. Strong professional communication skills and the ability to handle confidential information in compliance with HIPAA are required.
Schedule & Reliability Expectations
This role requires consistent attendance during scheduled working hours. Coverage during one fixed four-hour shift (10:00 AM–2:00 PM, 11:00 AM–3:00 PM, or 12:00 PM–4:00 PM) is essential to support client access, clinician scheduling, and billing workflows across service lines.. This position is not suitable for candidates seeking variable availability or loosely structured hours.
Growth Opportunity
This position is designed to grow into a broader Clinical Operations role as Mindful Communication Group continues to expand services, staffing, and locations. The ideal candidate is interested in increasing responsibility over time and contributing to the development and refinement of operational systems, workflows, and performance tracking.
Benefits & Perks
Hybrid work schedule (3 days in-office, 2 days remote)
One paid wellness day per calendar year, paid at the employee’s regular hourly rate and subject to scheduling needs
Structured role with clear expectations and direct leadership support
Opportunity for professional growth into a broader Clinical Operations role as the practice expands