Client Care Coordinator

Job Description

REQUIREMENTS

• At least two years of experience in healthcare administration, client coordination, medical scheduling, referral management, behavioral health administration, or a related role.
• Strong organization, follow-through, and attention to detail.
• Warm, professional phone and written communication.
• Comfortable contacting clients via call, email and text – and following up consistently.
• Ability to manage multiple referrals and deadlines simultaneously.
• Ability to work independently and reliably in a remote environment.
• Experience handling confidential information.
• Proficiency with email, spreadsheets, electronic records, and virtual communication platforms.

Preferred Experience

• Behavioral health or therapy practice administration.
• VA Community Care, TriWest, Optum, military healthcare, or Veteran services.
• Referrals, authorizations, or medical records requests.
• SimplePractice or another electronic health record system.
• Telehealth coordination.

RESPONSIBILITIES

• Receive, review, and track incoming referrals and authorizations.
• Contact prospective clients promptly and explain the intake process.
• Coordinate scheduling and match clients with an appropriate therapist.
• Send portal invitations, intake paperwork, appointment information, and reminders.
• Follow up with clients who have not responded or completed required steps.
• Track authorization details, visit limits, expiration dates, and pending requests.
• Identify missing referral information and follow up with referral sources.
• Coordinate communication among clients, therapists, referral sources, and the administrative team.
• Assist with records requests and other referral-related documentation.
• Maintain accurate, HIPAA-compliant records of outreach, referral status, and pending actions.
• Escalate clinical, eligibility, authorization, or safety concerns to the appropriate team member.
• Provide regular updates on pending referrals, scheduling barriers, and completed intakes.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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