Front Office Coordinator / Mental Health Practice - Changing Tides Counseling, LLC

Changing Tides is a welcoming and inclusive mental health therapy practice located on the Southside of Indianapolis. We are dedicated to providing compassionate, client-centered care while fostering a supportive and collaborative environment for both our clients and our team.

We truly care about the people we serve and are looking for someone who shares our passion for making every interaction meaningful. We need someone who is confident on the phone, skilled at managing a variety of tasks, and committed to providing the highest level of care and support.

Our ideal candidate is dependable, organized, proactive, detail-oriented, and a strong communicator. This is more than a job—it’s an opportunity to make a real difference in the lives of our clients while contributing to a growing practice.

Key Responsibilities:

• Client Care:

  • Answer and respond to all client inquiries with professionalism and empathy.
  • Match clients with therapists based on availability, specialties, and needs.
  • Schedule intakes and ongoing appointments while managing the practice calendar.

• Administrative Support:

  • Assist the Clinical Director and owner with various tasks, including following up on deadlines, creating documents, project tracking, and reporting.
  • Support therapists with administrative needs such as following up with clients, preparing documents, and managing deadlines.
  • Process payments, verify insurance, and ensure accurate client record-keeping in compliance with HIPAA regulations.

• Community Outreach and Marketing:

  • Build relationships with local community organizations to strengthen the practice’s network.
  • Assist with email and in-person marketing efforts including outreach campaigns, social media coordination, and event support.
  • Make outbound calls to promote services and maintain community connections.

• Operational Tasks:

  • Handle supply management to ensure the office operates efficiently.
  • Manage general office tasks, correspondence, and follow-ups.
  • Answer all incoming calls and make outgoing calls
  • Greet clients, creating a warm, friendly environment
  • General office duties

• Candidates must be located within driving distance from Indianapolis, Indiana
• High school diploma
• 1-2 years experience as an administrative assistant, intake specialist, appointment setter, secretary or receptionist preferred, but not required
• Experience in a medical office or with medical billing a plus
• Comfortable and confident making and receiving phone calls, with excellent phone etiquette is essential for success in this role.
• Strong organizational, communication, and time-management skills
• Proven ability to work independently in a fast-paced environment 
• Positive, self-starter, high-energy attitude
• Resourcefulness, creativity, and problem-solving skill set
• Familiarity with office equipment (i.e. printers, fax machines, projectors)
• Proficiency in Google Workspace (especially Gmail, Google Sheets, Google Docs)
• Experience with Canva, Social Media or marketing a plus

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