Practice Coordinator

JOB DESCRIPTION

Practice Coordinator

Position Type

Part-time, Contract (1099)

Estimated Hours

~20 hours/week

Availability

9a–5p, Monday–Friday (on-call for phones; flexible task scheduling)

Location

Remote with occasional in-person tasks (Collegeville, PA)

Reports To

Practice Founders

About the Role

We're looking for someone who loves keeping things organized, enjoys being the first point of connection for new clients, and can jump between a phone call, a Canva project, and an inbox without losing their mind. This role is the connective tissue of our practice. You'll be the warm, capable presence that keeps things running smoothly behind the scenes while our therapists do their work.

This is a part-time, flexible position. We need you available during business hours (9 AM to 5 PM, Monday through Friday) to answer phone calls and respond to inquiries, but you won't need to be actively online the entire time. Think of it as being "on call" during those hours with dedicated blocks for your admin and marketing tasks.

About coeo

coeo (pronounced koy-yoh) is a trauma-informed, attachment-based therapy practice co-founded by Colleen Valerio and Kristen Czech. We serve individuals, couples, and families with a focus on EMDR, Internal Family Systems, somatic therapy, person-centered, and LGBTQIA+ affirming care. Our core philosophy is simple: connection is the intervention. We believe healing happens in relationship, and that extends to how we run our practice and treat our team. We're growing, and we need someone who can grow with us. We value authenticity, efficiency, and people who aren't afraid to figure things out.

What You'll DoIntake Coordination

You're the first voice people hear when they reach out to coeo. That matters. Many of our clients are calling a therapist for the first time, and how you show up in that moment sets the tone for everything that follows.

• Answer incoming phone calls during business hours (9 AM to 5 PM, Monday through Friday)
• Manage the shared team email inbox, responding to inquiries, scheduling questions, and general correspondence
• Guide prospective clients through the intake process with warmth and clarity
• Match prospective clients with the right therapist based on their needs, preferences, and therapist availability
• Follow up with leads and inquiries in a timely manner
• Track and manage the client waitlist
• Coordinate scheduling for new client consultations
• Act as the connector between the client and the therapist, providing the appropriate information bidirectionally to set the client and therapist up for success.

Administrative Support

The behind-the-scenes work that keeps a practice running. You'll help us stay organized, keep our systems updated, and handle the day-to-day tasks that our clinicians shouldn't have to worry about.

• Maintain and update client records in our EHR system (Healthie), including demographics, payment information, and documentation
• Process and send monthly superbills for approximately 150 clients
• Manage scheduling logistics, appointment confirmations, and reminders
• Support onboarding processes for new team members and interns
• Assist with organizing and maintaining files in Google Drive
• Help coordinate logistics for therapy intensives (EMDR and couples intensives), including scheduling, client communication, and preparation materials
• Support the clinical supervision program with administrative tasks as needed
• Handle general office tasks: supply ordering, mail, vendor communication

Marketing & Content Support

We're not expecting a marketing director here, but we do need someone who can take our ideas and make them look good. If you can make a Canva graphic that doesn't look like clip art from 2003 and have an eye that can differentiate between “looks good” or “looks bad”, we're already off to a great start.

• Create and schedule social media graphics and content for Instagram and LinkedIn using Canva
• Help maintain and update the coeo website (coeocommunity.com) with current information, service descriptions, and blog content
• Support development of marketing materials: flyers, brochures, email campaigns, and promotional content for groups and programs
• Assist with Google Business Profile updates and management
• Help build and manage interactive lead magnets and client-facing tools in Jotform (quizzes, assessments, intake forms)
• Support outreach efforts to referral partners, including perinatal partner networks and community organizations
• Track marketing metrics and help identify what's working

Tools & Systems You'll Use

You don't need to be an expert in all of these on day one, but familiarity with most of them (and a willingness to learn the rest) is important.

• Google Workspace (Gmail, Calendar, Drive, Docs, Sheets) — this is our home base
• Healthie — our EHR and practice management system
• Kajabi— Future platform for online courses and coaching
• Canva — for creating on-brand marketing materials and social content
• Jotform — for client-facing forms, quizzes, and interactive lead magnets
• Stripe — for payment processing and invoicing
• Social media platforms (Instagram, LinkedIn)
• Google Business Profile

What We're Looking ForMust-Haves

• Strong organizational skills and attention to detail
• Excellent written and verbal communication; warm, professional, and clear
• Proficient with technology and a willingness to learn new systems quickly
• Proficiency with Google Workspace
• Experience with Canva or similar design tools
• Ability to handle sensitive information with discretion and confidentiality (HIPAA compliance)
• Reliability and follow-through
• Naturally empathetic and curious, with the assertiveness to efficiently move prospective clients through intake and close new enrollments

Nice-to-Haves

• Previous experience in a mental health or healthcare setting
• Familiarity with EHR systems (Healthie is a bonus)
• Experience with social media management or content creation
• Understanding of LGBTQIA+ affirming practices and language
• Experience with Jotform or similar form-building tools
• Background in or enthusiasm for mental health and wellness

Compensation & Structure

This is a part-time, hourly, contract (1099) position. Here's what that looks like:

Hourly Rate

$18–$22/hour depending on experience

Estimated Weekly Hours

15–25 hours

Estimated Weekly Pay

$270–$550/week

Estimated Monthly Pay

$1,080–$2,200/month

Phone Availability

9 AM–5 PM Mon–Fri (on-call, not full active hours)

Employment Type

1099 Independent Contractor

Growth Potential

Pay and hours reviewed quarterly as practice grows

We estimate this role will require approximately 15 to 25 hours per week, depending on the season and current projects. The phone availability window (9 to 5) doesn't mean you're working that entire time. You'll have flexibility to batch your admin and marketing tasks around calls and inbox management.

As a 1099 contractor, you'll be responsible for your own taxes and will not receive employee benefits. We're open to revisiting the employment structure as the role evolves and the practice continues to grow.

How to Apply

Send an email to [email protected] with the subject line "Practice Coordinator Application." Include a brief note about why this role interests you and what you'd bring to it, along with your resume. We don't need a formal cover letter. Just tell us who you are.

coeo, llc is an equal opportunity employer and is deeply committed to creating a diverse, inclusive, and affirming workplace. We especially encourage applications from LGBTQIA+ individuals, people of color, and people from other historically marginalized communities.

Pay: $18.00 - $22.00 per hour

Benefits:

• Flexible schedule
• Referral program

Schedule:

• Choose your own hours

Education:

• Associate (Required)

Experience:

• Administrative: 4 years (Preferred)

Work Location: Hybrid remote in Collegeville, PA 19426