Client Experience Coordinator

Overview

We are seeking a dynamic and dedicated Client Experience Coordinator to join our team and elevate the way we serve our clients. In this role, you will be the vital link between our organization and our valued customers, ensuring seamless communication, efficient account management, and exceptional service delivery. Your proactive approach and strong organizational skills will drive client satisfaction and foster long-term relationships, supporting our mission to deliver outstanding client experiences every day. This paid position offers an exciting opportunity to develop your skills in project management, customer relationship management (CRM), and cross-functional collaboration within a fast-paced, innovative environment.

RESPONSIBILITIES:

• Welcome clients upon arrival and create a supportive, confidential experience
• Verify demographic, insurance, collect payment authorization information, and consent information during check-in
• Schedule psychiatric evaluations, follow-ups, therapy, and medication management visits
• Respond to client inquiries by phone, email, in person or via patient portal while maintaining strict confidentiality
• Assist clients with required forms, patient portals, and release-of-information documents
• Assures that all work performed meets Balanced x Holistic Psychiatry’s standards for customer service, accuracy, quality and efficiency.
• Assist in coordinating daily provider workflows to ensure timely sessions
• Support clinicians with non-clinical tasks such as preparing charts, retrieving records, prior authorizations, and managing client flow
• Maintain compliance with HIPAA and clinic privacy policies Ensure office spaces and consultation rooms remain orderly, stocked, clean, and ready for use.
• Assist with cleaning and garbage removal
• Process requests for medical records and assist with documentation management in the EHR
• Manage provider schedules, cancellations, and waitlists
• Handle incoming and outgoing correspondence related to referrals, pharmacies, and partner providers
• Maintain open communication with the providers to form aunderstanding of the individual provider’s needs
• Confirm insurance eligibility, collect copays, and route billing questions appropriately
• Maintain accurate EHR documentation, scan and file records, and generate reports as needed
• Maintain breakroom with gentle cleaning and refilling snacks
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• Strong communication, organization, and customer-service skills
• Comfort interacting with individuals experiencing mental health challenges
• Proficiency with computers and willingness to learn clinic-specific software
• Ability to maintain strict confidentiality and professionalism
• Experience in behavioral health or psychiatry preferred
• Ability to confidently answer patient questions related to care and medications
• Excellent communication and organizational skills
• Ability to work independently and as part of a team

ENVIRONMENTAL CONDITIONS:

The work is performed in a professional outpatient medical/psychiatry clinic setting. Frequent interaction with patients, including those experiencing mental health conditions. Occasional exposure to cleaning agents and standard medical supplies. Moderate noise level typical of a healthcare office.

PHYSICAL REQUIREMENTS:

• Frequent sitting, with periodic standing and walking throughout the workday.
• Frequent use of hands and fingers for typing, keyboarding, filing, handling documents, operating office equipment, and other repetitive tasks.
• Ability to communicate effectively through speaking and listening and to hear in person and by telephone.
• Occasional bending, stooping, kneeling, crouching, and reaching as necessary to retrieve or organize files, supplies, or other materials.
• May occasionally lift, carry, push, or pull office supplies, files, packages, or other materials weighing up to 20 pounds.
• May occasionally be required to lift or move items weighing more than 20 pounds with assistance, as appropriate.
• The position is primarily sedentary, with the ability to remain seated for extended periods while performing computer and administrative duties.

VISION REQUIREMENTS:

Ability to read and interpret electronic health records, prescriptions and insurance documentation. Close vision required for computer work, data entry and reviewing patient charts. Ability to distinguish colors (e.g. medication labels, alerts in EMR system). Sufficient visual acuity to safely perform clinical tasks and operate standard office equipment.

Join us as a Client Experience Coordinator and play a key role in delivering memorable experiences that build trust and loyalty with our clients! Your energy, attention to detail, and passion for exceptional service will make a meaningful difference every day.

Pay: $16.00 - $20.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off

Work Location: In person

Salary : $16 - $20