Client Coordinator/Administrative Assistant

Overview

We are seeking a dynamic and organized Client Coordinator/Administrative Assistant to join our team! In this vital role you will serve as a central administrative and client support. You will be responsible for coordinating client services, supporting providers, maintaining accurate records, managing communication across all departments, and ensuring smooth daily clinic operations. The Client coordinator acts as a key liaison between clients, providers, housing staff, pharmacies, laboratories, and leadership to promote efficient service delivery and exceptional client care.

Schedule: Monday-Friday 7:00am-3:30pm

Essential Duties and Responsibilities

Daily Operations & Communication

• Review overnight emails, chats, housing updates, and absence requests.
• Review daily census for accuracy and identify discrepancies.
• Identify and communicate urgent client, medication, housing, or provider concerns.
• Prepare updates and questions for daily leadership and clinical huddles.
• Send daily census reports and approved absence notifications.
• Send daily urine drug screen (UDS) communication reports.
• Attend morning huddles and document action items and follow-up tasks.
• Upload absence requests and maintain related documentation.
• Assist leadership and clinic staff with administrative projects and operational needs.

Client Coordination

• Assist clients with administrative and scheduling needs.
• Support client engagement and communication throughout treatment.
• Coordinate initial appointments and intake-related scheduling.
• Assist with telehealth appointment coordination and client access.
• Build and maintain client charts within the electronic medical record (EMR).
• Monitor intake documentation and ensure records are complete.
• Review Doximity and other communication platforms for intake-related documents.

Laboratory & Clinical Documentation Management

• Print bloodwork results and distribute to providers as needed.
• Ensure clinical documentation is organized, accurate, and available to appropriate staff.

Provider Coordination

• Coordinate provider schedules and daily client flow.
• Assist with medication follow-up activities as assigned.
• Verify e-prescriptions have been submitted and received.
• Review provider communications and e-prescribing reports.
• Assist with provider administrative support and documentation needs.

Pharmacy & Medication Support

• Communicate with pharmacies regarding prescription concerns and medication issues.
• Review medication deliveries upon arrival.
• Reconcile delivered medications against manifests and reports.
• Support medication distribution processes in accordance with clinic policies and procedures.
• Report discrepancies or concerns to appropriate leadership immediately.

Discharge Coordination

• Coordinate discharge planning and transitions of care.
• Prepare and distribute discharge communications.
• Update census and client records upon discharge.
• Ensure required documentation is completed and filed appropriately.

Vendor & External Partner Coordination

• Communicate with community partners, vendors, and support agencies as assigned.
• Coordinate food pantry communications and related client support services.
• Maintain professional relationships with external service providers.
• Other duties as assigned.

Qualifications

Required

• High school diploma or GED.
• Minimum one year of administrative, healthcare, behavioral health, or customer service experience.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office, Google Workspace, and electronic medical record systems.
• Ability to manage confidential information in accordance with HIPAA and 42 CFR Part 2 requirements.
• Ability to multitask in a fast-paced environment while maintaining accuracy and professionalism.

Preferred

• Experience in behavioral health, substance use disorder treatment, healthcare, or recovery services.
• Experience working with Medicaid, Medicare, or managed care populations.
• Familiarity with electronic prescribing systems, laboratory reporting, and healthcare scheduling.

Knowledge, Skills, and Abilities

• Strong attention to detail and follow-through.
• Ability to prioritize multiple competing responsibilities.
• Problem-solving and critical-thinking skills.
• Ability to maintain professionalism with clients, families, providers, and staff.
• Strong interpersonal and teamwork skills.
• Ability to maintain strict confidentiality.
• Commitment to New Leaf Clinic's mission and values.

Physical Requirements

• Ability to sit, stand, walk, and move throughout the clinic for extended periods.
• Ability to lift and carry up to 25 pounds occasionally.
• Ability to use computers, phones, printers, and office equipment throughout the workday.

Pay: $18.00 - $19.00 per hour

Expected hours: 40.0 per week

Benefits:

• Health insurance
• Vision insurance

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Preferred)

Experience:

• Clinical/Admin: 1 year (Preferred)

Shift availability:

• Day Shift (Preferred)

Work Location: In person

Salary : $18 - $19