Client Services Coordinator

Position Summary

The Wendt Center for Loss and Healing, an outpatient mental health center specializing in grief and trauma, is currently seeking an experienced Medical Administrative Assistant to join our non-profit organization as a Client Services Coordinator.

Serves as the primary client services coordinator in a forward facing role and first contact point at the Wendt Center for in-person and virtual services. Provides administrative support in the areas of front desk reception, client check-in, insurance and payment collection, client communication, and data entry. This role is ideal for a detail‑oriented, creative professional who thrives in a mission‑driven environment and wants to help expand the Center’s visibility and philanthropic impact. Reports to the Senior Operations Manager.

Key Responsibilities

Front Desk

• Send welcome letters to new self-pay clients with important details such as estimated copays and payment instructions
• Check-in clients and support clients in the waiting room
• Distribute and collect relevant client forms utilizing our Electronic Health Record (EHR) system
• Provide Patient Portal support
• Provide waitlist support
• Provide the highest level of customer service to our clients and visitors
• Serves as the first point of contact for callers and visitors in the office and virtually
• Answer phones, handle and distribute messages, etc.

Insurance Verification

• Verify insurance eligibility prior to appointments for new clients and weekly for existing clients
• Verify insurance eligibility and estimated copayment for new clients added to the waitlist
• Work with clients to maintain accurate insurance cards and information on file in EHR
• Support others in follow up with clients whose payment type has changed or is no longer valid

Client Payments

• Process and track client copays virtually and in the office
• Follow-up with clients regarding copays and balances

General Administration

• Interact and work with other Team Members
• Maintain clean and efficient office environments including front desks, waiting rooms, therapy rooms, conference rooms and kitchens
• Provide administrative and logistical support for events as needed
• Provide support to the Executive Director and Management Team as needed
• Provide general administrative support for Center programs and staff as needed (i.e. data entry, word processing, filing, copying, preparing materials, etc.).
• Perform other administrative and program support duties as assigned

QUALIFICATIONS, SKILLS, KNOWLEDGE AND ATTRIBUTES:

• At least 3 years of experience in medical reception, administrative work in a medical or health setting or insurance related work
• Must be able to work at least 2 evenings per week
• Excellent computer skills and proficiency in excel, word, teams, etc.
• Exceptional communication skills both verbal and written
• Careful attention to detail
• Ability to understand and uphold the Center’s philosophy, mission and values.
• Ability to maintain strict confidentiality and comply with HIPAA regulations.
• Ability to demonstrate the Wendt Center values; We believe that healing from life’s worst moments is possible; We express kindness to all; caring and compassion are at the heart of all we do; We practice collaboration and teamwork, recognizing that none of us can do it alone; We strive to be lifelong learners, and actively seek opportunities to expand our personal and professional knowledge.
• In accordance with local and funder guidelines, all employees are required to provide proof of COVID-19 vaccination and booster or receive an approved accommodation exemption.

Compensation & Work Environment

• Non-Exempt – Hourly up to $27 hourly based on verifiable experience.
• Hybrid schedule (Tuesday, Wednesday & Thursdays onsite in Washington, DC).
• Comprehensive benefits including health, dental, vision, retirement match, generous leave, and 20+ holidays.

More About the Wendt Center

For 50 years, the Wendt Center for Loss & Healing has provided trauma‑informed mental health services to individuals and families navigating grief, loss, and trauma. The Center is a $5–5.5M organization supported by government and foundation grants, fundraising events, and counseling fees.

The Wendt Center is committed to supporting the well-being of our employees and their families

by offering a comprehensive benefits package in addition to regular pay. This package includes

insurance options, a 403(b) retirement plan, and many other fantastic benefits that include but are not limited to:

• Remote work - Hybrid Schedule of 2 days onsite & 3 days remote
• 2 weeks of Vacation time annually
• 12 paid Holidays
• 4 additional holiday related days
• 16 hrs of floating holidays for religious or spritual practices
• The week between Christmas & New Year's
• 2 weeks Sick Leave annually
• Medical, Dental & Vision Insurance
• Flexible Spending Account
• Life Insurance for full-time employees paid 100% by the company
• Long-Term Disability Insurance paid 100% by the company
• 403(b) Retirement and Employee Savings Plan
• Staff Development and Training with up to 5 days off annually for approved professional training
• Employee Assistance Program
• Bereavement Leave
• And more