POSITION DESCRIPTION:

The Client Care Coordinator engages participants from the initial contact with the organization. This position processes inquiries, completes enrollment in the electronic record, and tracks the progress of inquiry to retreat attendance. The Client Care Coordinator supports the operational tasks of the administrative and clinical team by preparing records, preparing materials for clinical programming, and providing support to participants prior to, during and after the retreat. The Client Care Coordinator oversees scheduling, communicates the clinical team, participants and other administrative members. Required hours for this position are Monday 7:30 am to 4;30 pm, and Tuesday through Thursday 7:45 am to 4:45 pm. All staff are expected to provide high quality, participant centered and impactful service that reflect developmentally sensitive, culturally responsive, and trauma informed approaches.

ESSENTIAL FUNCTIONS:

• Deliver exceptional customer services by providing welcome to all guests to the program, assist with arrivals each day of the program, and respond to inquiries of guests, participants, deliveries, vendors and other visitors.
• Respond to telephone, voicemail, email, computer registrations and other inquiries. Document engagement with participants related to process of registration and program enrollment.
• Maintain accurate and up to date records of participant appointments, cancellations, and rescheduling within the electronic health record.
• Send appointment reminders, enrollment packets, program materials to participants.
• Maintain client records for participants, to include creating client folders, filing documents, and scanning files to the clinical record.
• Maintain the main/common rooms of the program to include the Great Room, Kitchen and Atrium. to include but not limited to stocking program supplies, refreshments, managing and distributing incoming mail.
• Assist with inventory of supplies, ordering, and ensuring materials needed for the program are kept available for participants, clinicians, and administrative team.
• Prepare program supplies for program, to include group leader documentation, set up for Monday arrivals, file preparation and other related materials.
• Assist with closing the program week, to include laundry and preparing group rooms for the next week of services.
• Scan, upload, record financial documents to include participant billing, agency billing/invoices, or other related documents.
• Adhere to established scheduling policies, procedures and protocols.
• Meet or exceed established productivity requirements.
• Actively participate in agency staff meetings and trainings.
• Perform other appropriate and related responsibilities as assigned by supervisor or organizational leadership.

PHYSICAL DEMANDS:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to walk and stand for extended periods of time. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move more than 50 pounds. The employee is required to drive a vehicle for extended periods of time. Specific vision abilities required by this job include depth perception. The employee is required to sit for periods of time to perform functions on the computer.

WORK ENVIRONMENT:

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, and extreme cold. The noise level in the work environment is usually moderate.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, or to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job. All personnel may be required to perform duties outside of their normal responsibilities from time to time as needed.

High school diploma or equivalent, prefer additional education or certications in the area of behavioral health, health care administration or similar fields.

Experience working within a medical or mental health setting

Knowledge of privacy and confidentiality related to treatment settings

Demonstrated experience in utilizing communication skills for engaging with client populations

Effective organizational and time management skills, prefer experience in project management.

Experience working in a team setting

Proficiency in computer applications, to include electronic health record management, Microsoft Office, Excel, and Sharepoint, Quickbooks and other relevant software applications.

Ability to operate standard office equipment, to include computer, telephone, fax machine, copier.

Demonstrated commitment to strong customer service that aligns with the mission of the Green Shoe Foundation model.