Client Care Coordinator

Bud to Bloom Play Therapy is seeking a highly organized, detail-oriented, and warm Client Care Coordinator to help ensure the smooth daily operations of our play therapy practice. This role combines administrative excellence with a passion for supporting families, children, and the mission of mental health services. You’ll be the first point of contact for many families, help keep our systems running efficiently, and play an active role in our community marketing.

We’re looking for someone who is tech-savvy, empathetic, great with communication, and able to juggle multiple tasks with grace and a positive attitude.

• Respond to client inquiries via phone, email, and web forms with compassion and professionalism
• Schedule and manage appointments for multiple clinicians
• Maintain accurate client and financial records using our electronic health record system (Simple Practice)
• Perform general clerical duties including data entry, scanning, filing, and document organization
• Organize and manage office inboxes, voicemails, and mail Prepare and process invoices, collect payments, and follow up on outstanding balances
• Maintain office supply inventory and coordinate reorders
• Participate in outreach efforts to referral partners (therapists, schools, pediatricians, etc.) by sending emails, print materials, and tracking contacts

• Excellent written and verbal communication skills, with strong customer service instincts
• Proficiency in Google Workspace (Docs, Sheets, Calendar)
• Experience with Simple Practice or other EHR systems preferred
• Detail-oriented and organized with strong time management skills
• Ability to work independently, take initiative, and juggle multiple priorities
• Comfortable with light marketing tasks, including outreach
• Experience in mental health, healthcare, or a child/family-centered environment is a bonus
• Ability to maintain confidentiality and professionalism in all communications