Administrative Coordinator, Patient Services & Access Operations

ATILEM® | Dr. Melita Psychological Services, PLLCConcierge Behavioral Health | Retreats | AI-Enabled Service DeliveryLocation: Midtown ManhattanStructure: Full-Time | In Person for First 6 MonthsStarting Salary: $68,000About Dr. Melita StancilDr. Melita Stancil is a Clinical-Community Psychologist, founder of Dr. Melita Psychological Services, PLLC, and creator of the ATILEM® Therapeutic Frame. Her Manhattan-based concierge practice serves discerning individuals and families, including ultra-high-net-worth families, prominent professionals, elite performers, and people navigating complex psychological and family systems.Dr. Stancil is also building an intellectual and public platform at the intersection of clinical science, family and community systems, culture, human flourishing, and joy. The broader ATILEM® ecosystem includes bespoke clinical care, parent coaching, intensives and retreats, books, research, speaking, podcasts, media, public education, and future professional training and certification.The RoleWe are seeking an exceptional Administrative Coordinator, Patient Services & Access Operations to own the administrative experience surrounding patient-centered services and help build the infrastructure through which ATILEM® can serve people at greater scale.This is not a front-desk position. It is a high-trust clinical-operations and service-design role responsible for turning sophisticated care plans into seamless experiences while using AI, automation, and repeatable systems to improve access and reduce unnecessary administrative burden.Clinical judgment remains with Dr. Stancil and the treating providers. The quality, reliability, and continuous improvement of the patient-services system belong to you.Patient Experience & Practice OperationsOwn intake, onboarding, scheduling, confirmations, communications, agreements, forms, payments, retainers, superbills, records, and administrative closeout.Maintain accurate EHR, HIPAA-compliant, consent, records, correspondence, and secure information workflows.Provide polished, warm, boundaried service to discerning patients and families while communicating effectively with physicians, psychiatrists, attorneys, schools, coaches, consultants, and other providers.Understand the operational requirements of weekly treatment, acute care, VIP/concierge services, intensives, retreats, parent coaching, and consultations.Monitor open loops, upcoming needs, balances, documentation, provider follow-up, and capacity constraints before they become patient-facing problems.Own the patient-services calendar and reconcile it with the EA's integrated master calendar, practice capacity, and recovery requirements.Coordinate office readiness, technology, supplies, hospitality, vendors, and other details shaping the patient experience.Maintain visibility through reporting on scheduling, utilization, revenue administration, cancellations, receivables, and unresolved service matters.Retreats, Intensives & Bespoke ServicesOwn administrative production for patient and family retreats, from inquiry through post-retreat follow-through.Coordinate contracting, payments, scheduling, travel, accommodations, meals, materials, hospitality, providers, vendors, and run-of-show.Translate clinical design into detailed operational plans while keeping nonclinical dependencies visible to the treatment team.Build reusable checklists, templates, budgets, vendor standards, and after-action reviews.Remain calm and resourceful when travel, staffing, scheduling, dietary, venue, technology, or family-system complications arise.AI, Automation & AccessA core responsibility is helping ATILEM® expand access without compromising clinical integrity or the quality of bespoke care.You will:Map patient services from discovery through follow-through and identify friction and unnecessary dependence on Dr. Stancil.Use approved AI, automation, and no-code tools to streamline inquiry routing, intake, scheduling, payments, reminders, forms, FAQs, resource delivery, follow-up, reporting, and internal knowledge retrieval.Build service catalogs, routing rules, automated checklists, communication sequences, client portals, dashboards, and reusable workflows.Help develop an access ladder spanning public education, guided resources, AI-supported tools, digital programs, workshops, group experiences, retreats, intensives, and concierge care.Translate recurring service needs into reviewed educational pathways, onboarding materials, decision aids, and resource libraries while preserving Dr. Stancil's voice and intellectual property.Establish appropriate permissions, human-review rules, audit trails, quality checks, privacy safeguards, and escalation processes.Track demand, engagement, utilization, patient experience, operational burden, and appropriate outcomes.Clinical boundaries are non-negotiable. AI may support education, navigation, administration, personalization, and follow-through. It may not independently diagnose, provide psychotherapy, make clinical decisions, or expose identifiable patient information to unapproved tools.The Person We Are SeekingWe are seeking someone who combines exceptional service instincts with operational intelligence, emotional maturity, and systems thinking.Ideal qualifications include:5+ years in behavioral health, medicine, private practice, professional services, luxury hospitality, family office, retreat production, or another high-touch confidential environment.Demonstrated ownership of complex service delivery.Working knowledge of EHR systems, HIPAA-compliant information handling, billing/payment administration, scheduling, and professional correspondence.Fluency with contemporary AI tools, workflow automation, no-code platforms, CRM/client-journey systems, knowledge bases, and operational analytics.Excellent judgment regarding privacy, boundaries, human review, and escalation.Ability to expand access without diluting clinical integrity, service differentiation, or premium quality.Strong emotional regulation when working around intense clinical and family situations.Adaptive reasoning and resourcefulness when plans change.Precise writing and meticulous follow-through.Genuine interest in patient-service and clinical operations as a professional discipline.Reporting & Working StyleThis position reports to the Executive Assistant, with clinical direction from Dr. Stancil and treating providers when clinical judgment is required.The Administrative Coordinator may direct the part-time Administrative Assistant on patient-service and retreat tasks.This is a full-time, salaried position requiring 40+ hours per week, primarily in person in Midtown Manhattan, with flexibility surrounding clinical services, retreats, intensives, urgent coordination, and occasional travel.The first six months are fully in person. Following the six-month assessment, limited remote flexibility may be considered for approved administrative, automation, and reporting work that does not compromise patient service, privacy, coordination, or on-site coverage.Compensation & AdvancementStarting compensation: $68,000 annuallyThe position includes a transparent two-year progression with a formal advancement review every six months.Advancement is based on documented evidence of role mastery, accuracy, judgment, ownership, reliable follow-through, systems thinking, and reduced supervisory load.Entry: $68,0006 Months: $72,00012 Months: $76,00018 Months: $80,00024 Months: $84,000Advancement is contingent upon successful performance reviews and demonstrated mastery of the expectations associated with each level.Selection ProcessThe process may include a structured interview, scenario-based exercises, a paid work sample or paid in-person working interview, reference checks, and a signed confidentiality agreement.We select for demonstrated judgment and execution, not interview performance alone.To ApplyPlease send a resume and concise note to careers@atilemnyc.com with the subject line “Administrative Coordinator.”In place of a conventional cover letter, please answer:Describe the most complex patient, client, guest, or retreat experience you have coordinated. What did you own?Tell us about a time a distressed client was dissatisfied with something outside your control. How did you preserve the relationship and the boundary?Describe a billing, scheduling, records, or logistics error you identified. What did you do immediately, and what system did you change?Describe a workflow you automated or redesigned using AI, automation, or no-code tools. How did you protect quality and privacy?What distinguishes truly concierge service from indiscriminate availability, and how would you expand access without diluting high-touch expertise?