Clinical Care Coordinator

Holistic Harmony Inc. is seeking a professional, organized, personable, and dependable Clinical Care Coordinator to support the day-to-day operations of our growing integrated healthcare and behavioral health practice.

This position is ideal for someone who enjoys working directly with clients while also managing the administrative details that keep a clinical practice running efficiently. The ideal candidate will be comfortable communicating with clients, therapists, insurance companies, vendors, and community partners while maintaining professionalism and confidentiality at all times. You will manage patient interactions, coordinate appointments, and uphold health regulation policies—all while maintaining a lively, positive environment that puts patients first.

Position Details

This position will initially be offered on a part-time basis, with the opportunity to transition into a permanent Full-time position based on performance, reliability, organizational needs, and mutual fit.

Schedule

Our office is open 9a-630pm . Approximately 20-25 hours per week, with the specific schedule to be determined based on practice needs and candidate availability.

Some flexibility may be required for occasional evening, weekend, community, trainings, networking/marketing, or vendor events.

Key Responsibilities

Front Office & Client Support

• Answer and manage incoming phone calls, messages, and general inquiries.
• Greet and communicate with clients in a professional, warm, and welcoming manner.
• Efficiently schedule client appointments, consultations, check-ins, and follow-up appointments.
• Manage and coordinate therapist and provider calendars.
• Confirm appointments and assist with scheduling changes and cancellations.
• Maintain organized communication between clients and clinical staff.
• Greet patients warmly and assist with check-in procedures using electronic health records (EHR) systems.
• Collect and verify patient information, insurance details, and medical histories with accuracy and attention to confidentiality.
• Facilitate communication between patients and healthcare providers via phone, email, or in-person interactions.
• Maintain meticulous records of patient interactions, treatment plans, and administrative documentation in compliance with health regulation policies.
• Support medical administrative tasks such as billing, coding, and processing insurance claims using health insurance knowledge.
• Ensure adherence to privacy standards by maintaining strict confidentiality of all patient information in accordance with HIPAA regulations.

Insurance & Payments

• Verify insurance eligibility and benefits as needed.
• Collect client payments, copays, and outstanding balances.
• Maintain accurate payment and administrative records.
• Communicate with clients regarding basic billing, insurance, and payment questions and route complex concerns appropriately.

Electronic Health Records (EHR)

• Enter and update client information within the practice’s electronic health record system.
• Assist with documentation, scheduling, administrative notes, and other EHR-related tasks.
• Maintain accurate and timely records while adhering to confidentiality and privacy requirements.
• Support clinicians with administrative aspects of EHR management.

Practice & Calendar Coordination

• Coordinate schedules across multiple therapists and providers.
• Help maintain an organized daily office workflow.
• Assist with administrative projects and operational tasks.
• Communicate scheduling conflicts and operational needs to leadership.
• Help ensure the office remains organized, professional, and client-ready.

Community & Event Support

• Assist with coordinating Holistic Harmony events, wellness programs, and community initiatives.
• Communicate with vendors, contractors, and community partners.
• Assist with event logistics, scheduling, registration, and administrative coordination.
• Attend select community, vendor, networking, and promotional events as a representative of Holistic Harmony Inc.
• Represent the organization professionally and positively within the community.

Ideal Candidate

The ideal candidate is:

• Highly organized and detail-oriented.
• Professional, personable, and comfortable interacting with diverse populations.
• Reliable and able to work independently.
• Comfortable managing multiple calendars, priorities, and responsibilities.
• Experienced with scheduling and administrative software.
• Comfortable learning and navigating electronic health record systems.
• Familiar with insurance verification and healthcare office procedures.
• Comfortable collecting payments and discussing basic financial matters professionally.
• Strong in verbal and written communication.
• Comfortable attending community and networking events when needed.
• Able to maintain strict confidentiality and professional boundaries.
• Interested in growing with a developing healthcare and wellness organization.

Preferred Qualifications

• Experience with electronic health records (EHR/EMR).
• Experience with insurance verification, scheduling, or medical billing.
• Experience coordinating events, vendors, or community partnerships is a plus.
• Proven experience working in a medical office environment or similar healthcare setting.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and familiarity with medical administrative support tools.
• Knowledge of health regulation policies and compliance standards related to patient privacy and safety.
• Strong customer service skills with the ability to communicate clearly and empathetically across diverse populations.
• Understanding of medical terminology to accurately interpret clinical information.
• Ability to handle phone communication professionally while managing multiple tasks simultaneously.
• Excellent typing skills for quick data entry and documentation accuracy.
• Knowledge of health insurance processes including claims submission and coverage verification is a plus.

Compensation

Compensation will be discussed based on experience, qualifications, and scope of responsibilities.

Growth Opportunity

This is an opportunity to become an integral part of a growing practice. The initial engagement will be structured as a part-time position, with the potential to transition into a permanent role for the right candidate. WFH options once tenure is established.

The person selected for this position will have the opportunity to grow with Holistic Harmony Inc. as our clinical services, community programming, and organizational operations continue to expand.

Join our dynamic healthcare team as a Patient Care Coordinator, where you will be the vital link between patients and providers, ensuring smooth operations and exceptional patient experiences. This role offers an exciting opportunity to utilize your medical office expertise, organizational skills, and compassionate communication to support high-quality care delivery.

Pay: $17.00 - $25.00 per hour

Expected hours: 20.0 – 25.0 per week

Benefits:

• Flexible schedule
• Tuition reimbursement

Work Location: In person

Salary : $17 - $25