Client Care Coordinator (Scheduling, Billing & Client Support)

About this Position

Elevated Insights Assessment is seeking a Client Care Coordinator to serve as the primary point of contact for families seeking psychological and educational evaluations. This role is central to ensuring that clients have a smooth and supportive experience from their first inquiry through scheduling, billing coordination, and follow-up communication. The Client Care Coordinator manages clinician schedules, oversees the waitlist process, supports billing and insurance coordination, and helps place new clients with the most appropriate provider. In addition to core client care and coordination duties, this position serves as the first point of contact for visitors and clients, managing front office operations, greeting clients, handling phone and email inquiries, and supporting the daily administrative needs of the practice.

This position requires strong organizational skills, attention to detail, and the ability to communicate clearly and compassionately with families. The ideal candidate enjoys organizing complex schedules, developing administrative systems, helping families navigate care, and running the operational engine of a busy practice. The role also demands a professional and welcoming presence, proficiency in handling confidential information, and the ability to support the daily operations of the practice.

The Right Person for This Role

You will thrive in this role if you:

• Enjoy organizing schedules and coordinating logistics
• Are comfortable owning and managing processes independently
• Communicate confidently and warmly with families and professionals
• Naturally notice inefficiencies and enjoy improving systems
• Stay calm and solutions-focused when schedules change
• Enjoy bringing structure to busy operations
• Present a professional and welcoming demeanor as the first point of contact for clients and visitors
• Competent at managing phone and email inquiries, and facilitating smooth client check-in/check-out processes

Key Responsibilities

Scheduling & Client Coordination

• Manage scheduling for a team of clinicians
• Coordinate placement of new clients based on clinician availability and clinical fit
• Oversee and manage the practice waitlist to ensure clients are scheduled efficiently
• Monitor clinician availability and help fill open appointment slots
• Maintain accurate scheduling in the SimplePractice system
• Communicate daily with families regarding services offered, appointment availability, confirmations, and schedule changes

Billing & Insurance Support

• Assist with client billing processes, including preparing invoices and collecting payments
• Verify insurance benefits when applicable and communicate coverage information to families
• Support claims submission and track outstanding claims as needed
• Respond to client questions regarding billing, fees, and payment policies
• Maintain accurate billing documentation within the practice management system
• Coordinate with clinicians and administrative leadership regarding billing updates or concerns

Client Communication & Support

• Assist families with scheduling, rescheduling, and confirming appointments by phone and electronic systems in English and Spanish
• Provide clear guidance about the evaluation process, clinic procedures, and next steps
• Respond promptly to client questions or concerns with professionalism and empathy
• Facilitate communication between families and clinicians to support timely follow-up

Administrative & Front Office Support

• Serve as the first point of contact for visitors and clients, managing front office operations
• Greet clients and visitors, facilitate check-in and check-out for appointments
• Handle incoming phone calls and email inquiries, directing them appropriately
• Maintain accurate documentation of scheduling activity and client communication
• Verify client information and support preparation for upcoming appointments
• Ensure records and communications comply with privacy and confidentiality standards
• Help develop and maintain clear scheduling workflows and administrative procedures
• Maintain a welcoming and professional reception area and support the daily administrative needs of the practice

Qualifications

• Experience working in a medical, behavioral health, or healthcare administrative setting preferred
• Experience with medical billing, insurance verification, or healthcare billing systems preferred
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment
• Experience with electronic scheduling or medical record systems (SimplePractice experience a plus)
• Fluency in English required, proficiency in Spanish a bonus
• Strong written and verbal communication skills
• Proficiency with Microsoft Office Suite
• Ability to maintain confidentiality and adhere to healthcare privacy standards

About Elevated Insights Assessment
Elevated Insights Assessment (EIA) is dedicated to providing compassionate, high-quality psychological assessment services for children, adolescents, and families. EIA is committed to Equity, Inclusion, and Accessibility. We believe every client and team member deserves fair treatment, a sense of belonging, and access to quality services. As Client Care Coordinator, you will champion these values, fostering an environment where diverse perspectives are welcomed and all clients receive compassionate, equitable care.

Why Join Us?

• Supportive, mission-driven team environment
• Opportunity to make a meaningful impact on families and children
• Competitive compensation and benefits

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k) matching
• Health insurance
• Paid sick time
• Paid time off
• Retirement plan

Experience:

• receptionist: 1 year (Required)
• working within a medical or health care setting: 2 years (Required)

Work Location: In person