Virtual Receptionist

McNulty Counseling and Wellness - Remote

Job details Salary $15 - $20 an hour Job Type Part-time Contract Number of hires for this role 1 Qualifications

    • Bachelor's (Required)

    • US work authorization (Required)

    • Customer service: 1 year (Preferred)

Full Job Description

We are looking for a remote Client Care Coordinator/Receptionist to answer calls and handle scheduling for our three counseling centers whose physical locations reside in Tampa, St. Petersburg, and Sarasota. You'll have a remote login to our virtual call center where all incoming calls will be funneled where you'll manage the schedules of 12-14 clinicians. You will also be required to do a variety of administrative and clerical tasks. As a Client Care Coordinator, you are the "Voice of the Practice" so it's important to have a personality that is upbeat, positive, optimistic, non-confrontational, and empathetic. This is extremely important! As a mental health counseling center, our clients will be calling you at their most vulnerable and saddest times of their lives so it's important for you to be able to handle the emotional capacity required to maintain a positive mindset and to be able to console someone while getting them with the best clinician based on their needs. It's incredibly important that calls are handled with exceptional care and that every single person who calls has a positive experience especially with emotionally volatile clientele. Occasionally you'll handle emergencies (in which you'll be trained) in a timely and effective manner, while maintaining a cool disposition to de-escalate any tense situations that may arise with an aggravated client. Multitasking and stress management skills are essential for this position. We are the authority figure for mental health in our respective communities with an outstanding reputation so it's important your values reflect ours when it comes to customer service and overall client satisfaction. You will receive plenty of training until you and I feel confident you've fully grasped the system-wide infrastructure for scheduling, answering calls, and getting clients with the appropriate clinician on our practice management software.

Other Responsibilities

  • Greet and welcome guests on the phone and a warm and upbeat manner
  • Answer calls and maintain schedules for 12-14 clinicians
  • Provide basic and accurate information about our practice via phone/email
  • Order stationary and business material from Amazon for the practices when needed by office managers
  • Maintain HIPAA compliant data and protocols
  • Update calendars, schedule meetings
  • Add up clinicians' total hours for pay periods
  • Maintain a waitlist for each clinician in the practice
  • Continuously be reaching out to clients from the cancellation/waitlists to ensure clinician schedules are at maximum capacity
  • Keep updated records of office expenses and costs
  • Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing


  • Proven work experience as a Receptionist, Front Office Representative or similar role in a medical office or counseling center/private practice
  • Proficiency in Microsoft Office Suite, especially Excel
  • Experience with practice management software, SimplePractice a plus
  • Professional attitude
  • Solid written and verbal communication skills
  • Ability to be resourceful and proactive when issues arise
  • Excellent organizational skills
  • Multitasking and time-management skills, with the ability to prioritize tasks
  • Customer service attitude
  • High school degree; additional certification in Office Management is a plus
  • College degree in Psychology a plus


The pay will begin at $15 an hour with a bonus of 1$ for every new client booked. On average we see a total of 65 new clients a month across both practices. You'll answer around 15-20 calls a day. You have the ability to advance in compensation rather quickly depending on how well you perform.

Ideal Schedule

M W Tr Fr: 8:30 - 2:30, and T 10am - 5pm

This position requires 40 hours per week and that would be the maximum I would be able to offer. Some weeks our other client care coordinator will be out and you'll be able to pick up more hours.

We've just added a ketamine assisted therapies sister company that you will also be answering the phones for. All in all you'll be trained for the 3 counseling centers and 1 ketamine-assisted therapy practice.

Job Types: Part-time, Contract

Pay: $15.00 - $20.00 per hour


  • 8 hour shift
  • Monday to Friday

Supplemental Pay:

  • Commission pay


  • Bachelor's (Required)


  • Customer service: 1 year (Preferred)

Work Location: Remote

Attention - In the recruitment process, legitimate companies never withdraw fees from candidates. If there are companies that attract interview fees, tests, ticket reservations, etc. it is better to avoid it because there are indications of fraud. If you see something suspicious please contact us: [email protected]