Client Experience & Practice Operations Manager

Plutonic | Technology-Enabled Mental Health Services

About the Role

Plutonic is seeking a proactive and dependable Client Experience & Practice Operations Manager to take ownership of client communication, scheduling, therapist coordination, and essential day-to-day administrative workflows.

This is a hands-on role requiring independence, sound judgment, strong follow-through, and the ability to keep multiple workflows moving without constant direction. You will serve as a primary point of contact for prospective and current clients, help families navigate the onboarding process, coordinate scheduling, and ensure administrative tasks are completed accurately and on time.

You will also communicate with prospective therapists, participate in introductory calls to explain Plutonic and our Virtual Therapy Platform, and coordinate therapist interviews, onboarding, credentialing, and documentation. The position works directly with the CEO and plays an important role in keeping the practice organized, responsive, and operating effectively.

What You Will Do

Serve as a primary point of contact for prospective and current clients and families

Respond to client inquiries by phone, email, and text in a prompt and professional manner

Guide prospective clients through intake, insurance verification, onboarding, and therapist matching

Manage client and therapist scheduling, including appointments, cancellations, rescheduling, and availability changes

Follow up with prospective clients who have not completed intake or scheduled an appointment

Coordinate with therapists to resolve scheduling and administrative issues

Conduct introductory phone or video calls with prospective therapists to explain Plutonic, our services, and our Virtual Therapy Platform

Coordinate therapist interviews, follow-ups, onboarding, credentialing, and required documentation

Maintain and audit client and therapist records within the EHR and internal systems

Review charts to ensure required forms, consents, and administrative documentation are complete

Track outstanding tasks and follow through with clients, therapists, and external partners until they are resolved

Support insurance verification, credentialing, billing, and other practice-administration workflows

Identify operational problems and recommend or implement practical improvements

Partner directly with the CEO on reporting, special projects, and organizational priorities

What We Are Looking For

At least one to two years of experience in behavioral health, medical-office administration, healthcare operations, practice management, client services, recruiting, or a comparable role

Demonstrated ability to take ownership, work independently, and follow responsibilities through to completion

Strong phone presence and confidence speaking with prospective clients, parents, therapists, and other professionals

Excellent written communication, organization, and attention to detail

Ability to manage competing priorities in a fast-moving environment

Comfort addressing problems, making appropriate decisions, and escalating issues when necessary

Experience working with EHR systems, spreadsheets, databases, scheduling platforms, and other technology

Ability to handle confidential client and business information appropriately

Experience with SimplePractice, behavioral health practices, insurance verification, provider credentialing, or therapist recruiting is strongly preferred

Bachelor’s degree in healthcare administration, business, psychology, communications, or a related field preferred

Type: Part-Time 15+ hours per week.

Location: Hybrid with in-office time in Norcross, GA, as needed.

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