Client Care Coordinator

Position Summary
The Client Care Coordinator serves as the first point of contact for patients while providing comprehensive administrative and operational support to ensure the efficient delivery of behavioral health services. This role is responsible for case management, client navigation, front desk operations, patient scheduling, telehealth coordination, customer service, inventory management, data tracking, and communication across multiple digital platforms. The ideal candidate is organized, technology-savvy, compassionate, and able to multitask in a fast-paced healthcare environment.

Key Responsibilities

Patient Services & Front Desk

• Welcome and assist patients with professionalism, empathy, and confidentiality.
• Answer incoming phone calls, emails, and messages, directing inquiries appropriately.
• Check patients in and out while maintaining accurate demographic and insurance information.
• Provide exceptional customer service to patients, families, and healthcare providers.

Scheduling & Care Coordination

• Schedule and confirm telehealth psychiatric appointments.
• Coordinate provider schedules and manage appointment calendars.
• Send appointment reminders and follow up regarding missed appointments.
• Assist patients with telehealth onboarding and appointment preparation.
• Assist with Case Management services
• Provide Group therapy to clients.

Telehealth Support

• Troubleshoot technical issues before and during virtual appointments.
• Guide patients through accessing telehealth platforms and resolving connectivity problems.
• Communicate with providers and patients to minimize appointment disruptions.

Administrative Support

• Maintain accurate electronic records and documentation.
• Monitor daily attendance and patient participation.
• Perform general office duties including scanning, filing, copying, and correspondence.
• Ensure compliance with HIPAA and organizational policies.

Data Management

• Track program metrics and patient data using Google Sheets and other reporting tools.
• Generate reports and maintain accurate records for operational and compliance purposes.
• Monitor attendance, appointment completion, and other key performance indicators.

Inventory & Office Operations

• Monitor office supply levels and place orders to maintain adequate inventory.
• Organize supplies and coordinate with vendors as needed.
• Support daily office operations to ensure an efficient work environment.

Communication & Collaboration

• Utilize multiple communication platforms (email, messaging applications, scheduling software, EHR systems, and telehealth platforms) to coordinate with staff, providers, and patients.
• Collaborate with clinical and administrative teams to ensure continuity of care.
• Communicate effectively with patients regarding appointments, services, and follow-up needs.

Qualifications

• Bachelor's Degree in Counseling, Social Work, or equivalent field.
• Previous experience in healthcare, behavioral health, medical office administration, or customer service preferred.
• Strong organizational skills with the ability to prioritize multiple tasks.
• Excellent verbal and written communication skills.
• Proficiency with Google Workspace, particularly Google Sheets.
• Comfortable learning and using multiple software platforms, including EHR systems and telehealth applications.
• Strong problem-solving and technical troubleshooting abilities.
• Knowledge of HIPAA and patient confidentiality standards preferred.

Preferred Skills

• Experience scheduling behavioral health or psychiatric appointments.
• Ability to remain calm and professional in a fast-paced environment.
• Strong attention to detail and accuracy in data entry.
• Customer-focused mindset with excellent interpersonal skills.
• Ability to work independently while collaborating effectively within a multidisciplinary team.

Pay: $35,000.00 - $45,000.00 per year

Benefits:

• Paid time off

Work Location: In person