Client-Care Coordinator

Kentlands Psychotherapy, a medium-sized, boutique-style mental health practice, is seeking a warm, organized, and service-oriented Client-Care Coordinator to join our team. We are open to structuring this role as two part-time positions to provide greater flexibility and continuity of coverage.

About the Role

As the first point of contact for prospective clients, you will play a key role in shaping their first experience of our practice, offering a warm, helpful, and professional welcome to every caller. Our Client-Care Coordinator plays an essential role in welcoming new clients and ensuring they feel supported throughout their onboarding experience.

This role may be ideal for:
– Psychology undergraduates (junior/senior), particularly nontraditional or local students
– Stay-at-home parents returning to the workforce
– Recent empty nesters
– Early retirees seeking meaningful part-time work
– Anyone with a strong interest in mental health who is not pursuing clinical licensure but wants to contribute to the field

Position Details

– Approximately $50K annually if full-time; pro-rated for part-time
– Flexible weekday hours between 8:30 am and 4:30 pm
– Located in our beautifully appointed office in Gaithersburg, MD

Minimum Requirements Include:

– Experience working in an office setting or a medical setting is a plus; other experience is also considered
– Working knowledge of computer technology, such as Outlook, Word, Excel, GoTo Meeting or (other Zoom-like technology), and/or EMRs, and willingness to learn new software programs
– Ability to work in person with the option of occasional remote work
– Ability to maintain absolute confidentiality
– Strong professional customer service, organization, and communication skills

Core Responsibilities

– Serve as the first point of contact for prospective clients via phone and email
– Engage with prospective clients to understand their needs and connect them with the appropriate therapist or provider within our practice
– Guide clients through intake and onboarding processes with warmth and clarity — this includes helping them feel emotionally supported during what may be an anxious first step
– Manage appointment scheduling and follow-ups (requires attention to detail and persistence with phone tag)
– Respond to client inquiries regarding pricing, scheduling, and available services (non-medical matters only)
– Answer general billing questions and assist with basic billing tasks
– Assist with other administrative duties as needed

Our Ideal Candidate

– Warm, friendly, compassionate — genuinely enjoys helping others
– Strong interpersonal and listening skills; professional and polished communication style
– Highly organized and exceptionally detail-oriented
– Able to manage sensitive conversations with empathy and appropriate boundaries
– Maturity and sound judgment; trustworthy and self-motivated
– Prior experience in a professional office, client service, or front-line communication role is a plus
– Experience in mental health, healthcare, or other relational service settings is a plus, but not required
– Proficiency with Microsoft Office Suite and willingness to learn new software
– Ability to climb one flight of stairs and perform light lifting or bending as needed

Important Notes

This role is not suitable for candidates who require a higher salary. Nor will it be a good fit for those seeking a short-term position while actively pursuing full-time clinical or unrelated professional goals.
We are especially interested in candidates who are looking to contribute to our team for at least 2–3 years, if a mutually good fit.

Candidate must be filing their taxes from the state of Maryland, which is relevant for students who might still be listed as dependents on their parents’ income tax returns.

To Apply

Please submit your resume and a brief cover letter explaining why this role and our practice are a good fit for you to PDesmond@KentlandsPsychotherapy.com.