Client Communications Coordinator

OverviewAre you looking for a rewarding position where you can make positive impact on the lives of others? Are you organized, looking to learn, and upbeat with great interpersonal skills? Then Valley Counseling Center, LLC has a great opportunity for you!We are seeking a full time Client Communications Coordinator to support our growing counseling practice. This position is the first point of contact for our clients focused on providing a delightful and individualized experience. You will communicate by email and phone with new clients to schedule referrals for intake appointments, communicate with current clients and therapists about schedule and appointment availability, answer general questions, and communicate with other staff.Candidates with great communication and customer service skills who are skilled at multi-tasking and have strong consistency in details in their work are well-suited for this position. There is plenty of opportunity for you to grow and learn in this position.About Valley Counseling CenterValley Counseling Center, LLC strives to enhance the mental health and wellbeing of children, teens, adults, and families in our community to empower everyone to a bright future. It was founded on the belief that identifying and addressing mental and behavioral issues early can prevent more serious issues later and improve the overall health and wellness of the entire community. Our philosophy is to create a positive environment where everyone – children, teens, young adults, adults and families – can receive therapeutic services to nurture a lifetime of success.Why Join Us?We believe that our team performs their best when they are comfortable and can focus without distraction. Thus, our culture is focused around doing just that – ensuring our team is comfortable, enjoy their work, and feel valued and empowered as a team member. Our culture is built on our core values:Client SuccessMeaningful RelationshipsDiversity & InclusionCommunity ServiceContinuous LearningThese serve as our foundation and our culture focuses on trust, respect, collaboration, and empowerment. Every team member is valued and respected in what they do and what they bring to our team. We believe strongly in open communication and we develop and maintain a high level of trust within our team.Our compensation package includes competitive pay, medical, dental, and vision insurance (for full time), paid time off (vacation and holidays) and 401k with matching.Job ResponsibilitiesManage and lead the client experience with a client-centric mindset for a consistent, compassionate and positive experience from intake through ongoing careMaintain and continuously improve the client intake process which includes:Managing all forms of communications for client intakesMaintaining and improving understanding of therapist client populations and niches for best fitMatching clients and therapists for best fit based on client demographic and presenting concernsCoordinating scheduling of intake appointment with clients based on therapist availabilityDetermining current wait times for appointments and communicating with clientsMaintaining and managing client waitlist for intake appointments with up to date client information (additions and removals)Ensuring all client demographic information is documented and up to date in EHR system.Notifying therapist of new intake appointment along with brief description of client reason for seeking therapyDistributing intake paperwork to client and ensuring completion by deadlines for appointments and help them to complete if needed.Maintain and manage therapist caseloads which includes:Managing all communications with clients regarding appointment scheduling inquiries and therapist availabilityCommunicating schedule changes with therapists and staff (appointment cancellations, appointment rescheduling, etc.)Communicating therapist availability and schedule changes with clientsCoordinating with therapists to maintain schedule availability and scheduling appointments in openings for full caseloadsCoordinating and maintaining client cancellation lists with therapistsContacting clients with therapist availability for openings, including contacting clients on the cancellation list when therapists have cancellations and availability.Sharing appointment information reminders and telehealth appointment links as neededMaintain and enhance client information databases with up to date information (contacts, emails, phone numbers, insurance, etc.)Maintain, improve and implement communication standard protocols while maintaining HIPAA compliance in regards to all client and practice informationMaintain and enhance client referral and intake tracking systems, including metrics, information and communication databasesMaintain client waiting area in a clean and orderly mannerOther duties or tasks that are supportive in nature to the essential job responsibilitiesSalary Range:$36,000 - $50,000 commensurate with experience BenefitsHealth InsuranceDental InsuranceVision InsurancePaid time off401(k) w/matchRequirementsDegree in communications or related field preferredExperience in client communications, client relations, or customer service, within a healthcare setting with HIPAA knowledge highly preferredExcellent client relations, customer service and communication skillsStrong attention to detail and ability to multi-task while handling busy client communicationsComfortable and knowledgeable navigating a computer with modern technology such as Google Docs Suite, Microsoft Office (Word, Excel, etc.), and Electronic Health Record (EHR) SystemsExcellent time management skills in meeting timelinesMust pass a background check