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HEALTHY MINDS
Client Care Coordinator
POSITION DESCRIPTION 2024
OVERVIEW
The Client Care Coordinator at Healthy Minds is responsible for billing for services provided by our clinicians. They must check session attendance, bill clients for service. In addition, Client Care Coordinator is responsible for managing all forms of client management, executing phone calls, managing Healthy Minds’ volunteer program, managing info’s email account, participating in Healthy Minds’ team meetings, as well as a variety of office support tasks.
SCOPE:
This is a part-time, independent contractor position which reports to the Healthy Minds’ Director.
GENERAL RESPONSIBILITIES:
Maintains a Customer Service Oriented environment:
Acts as a role model by demonstrating excellent interpersonal skills
Assures clients are greeted with prompt attention and caring attitude
Treat all clients, both internal and external with respect, dignity and caring attitude
Operates in a Cost Effective Manner:
Uses supplies with cost consciousness in mind
Makes suggestions to reduce cost
Reports supplies needed to the appropriate person so that running out can be avoided.
Complies with Applicable Regulations, Policies and Standards
Articulates understanding of applicable HIPAA practices
Maintains privacy with regard to all records and client data
Demonstrates a Commitment to Teamwork
Attend meetings as requested or notifies organizer if unable to attend
Acts as an active participant on teams giving input and ideas, treating other team members with respect.
Follows up on commitments made to team for action items or communicates status and renegotiates timelines.
Assures all practices and procedures support full integration of all sites and personnel
Communicates in an open, assertive manner at all times.
Documents all client contacts accurately and completely to assure communication with all members of the team.
Assumes responsibility for Self-Development
Identifies learning needs
Seeks educational or enrichment activities to meet learning needs
Accepts constructive feedback and seeks to improve performance continuously
Assume responsibility for maintaining active licensure and current certifications as required in employees’ job description.
JOB SPECIFIC RESPONSIBILITIES (include but are not limited to)
Billing
Check session attendance weekly
Create invoices for clients in QuickBooks weekly, as needed
Send reminder invoices as needed to ensure payment
Send monthly super bills to families that have requested them
Accept payments using SquareUp system
Train clinicians on accepting payments
Phone Calls
Answer phone when in the office
Check Office phone for messages daily
Execute phone consultations, as needed
Notify appropriate clinician of message from clients
Notify team of new referrals
Notate all communication on Client Management
Email
Check info email for new referrals/questions
Return emails, as needed
Forward emails to appropriate team member, as needed
Notate all communication on Client Management
Maintain status labels, as needed
Marketing
Create marketing packets and mail when requested
Execute group therapy email marketing
Take on additional marketing and content projects, as needed
Update client and professional marketing lists monthly
Cleanliness and Organization
File forms/documentation
Straighten waiting room and kitchen
Keep games and books neat and organized
Update waiting room bulletin board with announcements and educational materials
Clean windows & glass entrance doors as needed
Wipe down tables/chairs/doorknobs weekly
Vacuum and dust as needed
Internal
Complete projects for clinicians/groups as requested
Pick-up items needed for groups, meetings, etc. at the request of the Director
Print / Assemble all GT, new hire, open house, and other event-based paperwork, as needed
Manage all Client Management pipeline communication, client assignments, and clinician availability and client scheduling
Collaborate with clinicians and supervision team regarding client assignments and transitions
Maintain status labels and check back dates, as needed
Manage Team Meeting recaps
Execute analytic reporting monthly, as needed
Update clinician availability weekly (terminations, vacations, new clients, etc.)
Update group registration weekly (anytime enrollment is open)
Audit room reservations weekly
Run support for groups/camps as needed
Squarespace client thresholds quarterly
Quarterly team availability emails
EDUCATION AND EXPERIENCE:
Ability to make independent judgments with respect to the appropriateness of care to be delivered
Able to prioritize projects and tasks
Good communication skills
Flexibility with work schedule
Ability to access, input, and retrieve information from a computer
Knowledge of office procedures and office machines (i.e. computer, printer, copier, etc.)
Ability to work as part of a multidisciplinary team
Ability to communicate accurately and concisely
Excellent interpersonal skills
Demonstrated expertise in continuous quality improvement, customer service, and team building
All Healthy Minds contractors must perform their respective functions to ensure the client has the most positive experience at every point of contact with our practice.