Client Coordinator- Mental Health Group Practice

About the job

POSITION TITLE: Client Care Coordinator

HOURS: Part-Time W2 position, 25 hours per week. Monday-Thursday. Hybrid.

PAY RANGE: $20-$22 PER HOUR

Position Summary

The Client Care Coordinator plays an essential role in creating a welcoming, seamless experience for clients while supporting efficient day-to-day practice operations. This position manages client communication, scheduling, insurance verification, intake coordination, and other administrative needs.

The ideal candidate has experience in a healthcare, behavioral health, or case management and is organized, proactive, professional, and compassionate. They enjoy creating systems that improve access to care, support the clinical team, and help clients feel informed and cared for from their first contact with Healing Springs Wellness Center.

Key Responsibilities

Client Coordination

• Provide warm, professional customer service via in-person, phone, and email interactions.
• Manage client scheduling and ensure accurate client records and insurance verification.
• Address client inquiries about services, scheduling, and treatment options promptly.
• Educate clients on available services, integrating upselling opportunities to enhance their wellness journey.

Office Management:

• Maintain a welcoming, organized, and well-stocked office space.
• Manage office supplies, vendor relationships, and equipment maintenance.
• Collaborate with the billing team to handle insurance verification and payment inquiries.
• Prepare monthly reports on client appointments, cancellations, and office metrics.
• Uphold HIPAA-compliant record-keeping for all client interactions.

Sales and Client Engagement

• Use interpersonal skills and sales experience to support client retention and promote wellness services.
• Participate in marketing and outreach efforts, including follow-up calls and community engagement.
• Stay informed about all center services to effectively educate and guide clients.

Additional Duties

• Coordinate staff meetings and events.
• Foster a positive, collaborative work environment aligned with Healing Springs’ values.
• Maintain professionalism, consistent attendance, and embody the center’s mission of compassionate care.

Knowledge, Skills, and Abilities

• Customer Service and Sales: Professional and approachable, with the ability to identify client needs.
• Organizational Skills: Ability to multitask, prioritize, and manage diverse responsibilities.
• Communication: Excellent verbal and written communication, including grammar and spelling.
• Healthcare Knowledge: Familiarity with medical terminology and mental health services is preferred.
• Technical Proficiency: Experience with electronic medical record systems, preferably Therapy Notes.
• Cultural Sensitivity: Respect for diverse backgrounds; bilingual skills are a plus.
• Adaptability: Self-motivated and organized, with a proactive approach to administrative duties.

Compensation and Benefits

• Competitive pay: $20-$22 per hour.
• Opportunities for professional growth.

Schedule

• Part-time, 25 hours per week.
• Tuesday through Thursday, Hybrid. Hours: 9 a.m.- 6 p.m
• Occasional weekend hours as needed.

Benefits:

• Continuing education credits
• Employee discount
• Voluntary Insurance Benefits
• Opportunities for advancement

Healing Springs Wellness Center is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender and related status (including pregnancy, childbirth and pregnancy-related conditions, gender identity or expression including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, or neurodiversity, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances.