Position Overview
The Client Care Coordinator at Bright Horse Counseling is the first point of contact for all clients, playing a crucial role in the success of our practice by ensuring clients feel welcomed and supported throughout their therapeutic journey. The primary function of this role is to effectively launch each potential client into a successful journey, by finding the right therapist, schedule, and financial support to help them grow and thrive. We want someone who takes pride in being a helping professional, who does what they say they’re going to do, and who is committed to providing exceptional care. This role also involves managing ongoing client care, assisting with administrative functions, and ensuring that our office is organized and welcoming.
The ideal candidate will possess strong communication, organizational, and interpersonal skills, and be capable of working independently while upholding our mission and values.
Job Description
Bright Horse Counseling provides therapeutic counseling services to relieve suffering, restore connections, and empower individuals, families, and communities to thrive. Our vision is to normalize therapy and eliminate the stigma that prevents us from engaging in regular mental health care. We work for a future where we all feel better and live well, together.
Responsibilities
- Answer phone calls, and email messages from clients and providers.
- Manage office communications, including new and existing client inquiries as well as internal therapist and administrative communications.
- Oversee the intake process for new clients, including finding the right clinical and financial fit, scheduling intake appointments, and reviewing intake paperwork.
- Coordinate communication between clients and therapists to ensure a seamless experience for all parties.
- Verify insurance eligibility, submit insurance claims, handle insurance billing, review Explanation of Benefits (EOBs), and track outstanding payments.
- Generate invoices, create and manage client files in Simple Practice, and prepare superbills for clients.
- Prepare and maintain detailed client contact logs, respond to escalated client issues, and maintain client satisfaction.
- Work internally with clinical staff to effectively manage schedules and provide consistent and accurate intake matches.
- Maintain HIPAA compliance in all communications and manage client health information appropriately.
- Report daily on assigned metrics and work towards achieving targets.
- Foster a positive, professional, team-oriented, anti-racist, harassment-free work environment.
- Perform other duties as assigned.
Qualifications
- High school diploma or equivalent; some college or experience in healthcare administration or mental health preferred.
- Experience in customer service and administrative work, preferably in an office setting.
- Excellent communication, organizational, and interpersonal skills.
- Ability to manage sensitive and confidential information.
- Strong proficiency in administrative software (Google Workspace).
- Confidence and comfort in dealing with clients via phone and in person.
- Ability to work independently and maintain a high level of self-accountability.
- Highly organized and detail-oriented, with strong time management skills.
Hours
- Part-time up to 20 hours per week
Physical Requirements
- This position requires long periods of sitting at a desk and a chair.
- The position does not require heavy lifting or strenuous activity.
Commitment to Diversity
As an equal opportunity employer committed to meeting the needs of a multigenerational and multicultural workforce, Bright Horse Counseling recognizes that a diverse staff reflective of our community is an integral part of a successful business. We hire talent at all levels regardless of race, color, religion, age, national origin, gender, gender identity, sexual orientation, or disability, and actively foster inclusion in all forms.
Benefits
- Paid Time Off (PTO)
- Paid holidays
- Professional and financial growth opportunities