Client Care & Case Management Coordinator

Location: Provo, UT

Schedule: Monday-Friday, 9:00 a.m. to 5:00 p.m.

Hours: Full-Time (35-40 hours per week)

Compensation: $22-$25 per hour, depending on experience

Help People Access Care. Keep the Details Moving. Make a Difference Every Day.

At Kane Counseling Services, we believe therapy should be easier to access, not harder. Behind every successful therapy experience is someone helping clients navigate paperwork, coordinating appointments, following up on important details, and ensuring nothing falls through the cracks.

This is not just a front desk position.

As our Client Care & Case Management Coordinator, you'll play a critical role in helping clients access care, supporting therapists, coordinating complex scheduling needs, and ensuring families receive the support they need throughout their treatment journey.

You'll be the person who notices what needs attention, follows through, and helps keep our office running smoothly. Some days you'll be welcoming clients and answering questions. Other days you'll be coordinating court-related scheduling, helping families navigate next steps, or solving problems before they become emergencies.

If you're highly organized, dependable, compassionate, and enjoy bringing order to complexity, we'd love to meet you.

What You'll Do

Client Care & Front Desk Support

• Serve as the first point of contact for clients, families, referral partners, and community members
• Create a warm, professional, and welcoming experience for everyone entering the office
• Answer phones, respond to inquiries, and assist clients with scheduling needs
• Help clients navigate paperwork, intake processes, and next steps in treatment
• Manage office communications and ensure timely follow-up

Case Management Coordination

• Coordinate scheduling and communication for complex family and court-involved cases
• Assist therapists with case management tasks and follow-up communications
• Help track deadlines, appointments, and required documentation
• Communicate professionally with clients, attorneys, providers, and referral sources as directed
• Ensure important details do not fall through the cracks

Administrative Operations

• Maintain accurate records and documentation
• Assist with data entry and organization of client information
• Monitor office supplies and operational needs
• Support office systems, workflows, and process improvement efforts
• Help identify operational challenges and proactively work toward solutions

You'll Thrive in This Role If...

• People describe you as dependable and reliable
• Following through is one of your strengths
• You notice details others miss
• You enjoy managing multiple priorities without becoming overwhelmed
• You are comfortable working independently and taking initiative
• You enjoy helping people while also keeping systems organized
• You communicate professionally, warmly, and confidently
• You take ownership of problems and work toward solutions

This Role May Not Be the Best Fit If...

• You require constant direction or supervision
• You struggle with organization and time management
• You dislike administrative work or attention to detail
• You prefer highly repetitive work with few competing priorities
• You become easily overwhelmed by changing demands

QualificationsPreferred

• Experience in healthcare, behavioral health, social services, education, case management, or administrative support
• Experience working directly with clients or customers
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency with computers, scheduling systems, Google Workspace, and Microsoft Office

Highly Valued

• Case Management Certification
• Experience in a counseling, healthcare, legal, educational, or social service setting
• Familiarity with mental health terminology and client care processes

Education

• Associate's degree, bachelor's degree, or equivalent professional experience preferred
• Psychology, Social Work, Family Studies, Human Development, Healthcare Administration, Business Administration, or related fields are welcome but not required

Why People Enjoy Working Here

At Kane Counseling Services, you'll do meaningful work that directly impacts individuals, couples, children, and families seeking support during some of the most important moments of their lives.

This role offers:

• Predictable Monday-Friday schedule
• No evenings, weekends, or major holidays
• Opportunity to make a meaningful difference in people's lives
• Exposure to the mental health profession and clinical operations
• Opportunities to learn case management, healthcare administration, and client care coordination
• Collaborative and supportive team environment
• Professional growth opportunities
• The chance to build valuable skills that transfer across healthcare, mental health, social services, and operations careers
• Two weeks paid-time off

For those considering a future in mental health, this role also provides valuable exposure to counseling, case management, clinical operations, and the day-to-day workings of a thriving therapy practice.

About Kane Counseling Services

Most practices help with one chapter of a person's story.

At Kane Counseling Services, we support individuals, couples, children, teens, and families through a wide range of life's challenges. Our team is committed to making the process of finding help feel less overwhelming and more supportive from the very first phone call.

We are looking for team members who share our commitment to exceptional client care, professionalism, accountability, and service.

To Apply

Please submit:

• Your resume
• A brief cover letter or email explaining why this position interests you
• An example of a time you successfully managed multiple competing priorities

We are especially interested in learning what makes you dependable, organized, and effective in a fast-paced environment.

• We look forward to meeting you.