Client Care Coordinator

www.wellnessplaceky.com

JOB DESCRIPTION : Client Care Coordinator

Our Mission

“Transforming minds, achieving wellness, growth is in your hands.”

Job Summary

The client care team serves as the face of the company within our behavioral health multispecialty group. This position will provide support for the clinic in order to serve the people of the Western Kentucky area with humble service, care, and excellence. This role is responsible for all aspects of "the front office" including assisting clients/patients with interactions with all areas of the group practice, document and communicate all interactions with clients, client check-in, client check-out, answering telephones, scheduling appointments, referrals, and assisting with medical records.

The ideal candidate for this position will demonstrate professionalism and excellent communication skills to foster and contribute to a collegial environment, with the primary focus of providing outstanding care to our patients and their families.

Educational and other Requirements

The employee must be 18 years old and possess a high school diploma or equivalent, a valid driver’s license, and have reliable transportation. The employee must be legally able to work in the state of Kentucky, pass a required Criminal Record check, OIG Exclusion check, and Sexual Offender Registry check. Any other background checks required by payors/business associates will be required.

Experience working in a mental health setting and with electronic medical records systems is preferred, but not required.

Administrative Tasks

The employee will be responsible for providing a warm and welcome greeting for our clients and reflecting our mission and core values to help serve those in need. This position includes, but is not limited to the following responsibilities: utilizing electronic medical records system and registering patients according to standard procedures, ensuring the availability of treatment information by filing and retrieving patient records, responding to clients needs in a way that demonstrates the care and respect they deserve, listening attentively to our clients in order to fully understand their needs, delivering messages to our team members with courtesy and clarity, communicating pertinent clinical/work status information to employer and other team members as assigned, interacting effectively and in a supportive manner with persons of all backgrounds, providing efficient and professional telephone service, scheduling appointments for patients, scanning and filing administrative and medical information in patient’s medical record, making appointment reminder calls to patients with upcoming appointments when needed, call patients to follow up on missed appointments and to insure follow-up appointments are scheduled, maintaining forms and office supplies required for office activities, participating in team and educational meetings, and maintaining operations by following policies and procedures. All communications with clients/patients must be documented. The employee will also be responsible for maintaining confidentiality of patient information available in the clinic (HIPPA training will be required and expectation of HIPPA being followed is present. Failure to comply with any HIPPA rule is grounds for immediate termination.), working with a multi-disciplinary team and completing training in areas required to aid in understanding of the business’s clients, and developing a list of supplies needed to be approved for purchase by the supervisor and/or owner.

Client Care and Treatment

The employee will play a vital role in helping to successfully manage client care and treatment by helping facilitate access to routine and emergency appointments and by ensuring optimal support of clinical staff.

Team Membership

Wellness Place operates as a team and client care team members are key members of that team. The client care role will support teamwork among clients, clinical, and administrative staff and in conjunction with the core values of the company.

Client Care Coordinators are required to attend and encouraged to participate in monthly staff meetings. Other responsibilities of team membership include building relationships with office staff, becoming knowledgeable of office resources, and keeping up with policy and procedure changes.

Client Care Coordinators may, on a scheduled or as needed basis, support clinical staff by providing direct client care support activities. Client care coordinators may have other duties, as assigned.

Interagency Cooperation

The Client Care Coordinators are responsible for cooperating with referral sources, communicating with other professionals about the patient’s care (as appropriate), and to connect other agencies with the appropriate staff to facilitate cooperation between agencies. Client Care Coordinators will support clients and team members by completing clerical/support activities to insure smooth and effective services are provided with our community partners.

Organizational Relationship

The employee will work under the direct support and supervision of the Director of Operations and will report to the Director of Operations as their direct supervisor. All staff members are expected to comply with Wellness Place, LLC’s policies and procedures and will be held accountable to those standards.

Knowledge, Skills and Abilities (KSA’s)

A working knowledge of Wellness Place policies and procedures is required along with a firm support of the company mission and core values. The employee should also be knowledgeable about scheduling, filing, and use of computers. Employees should demonstrate ownership in increasing/growing job related skill and performance to aid the provision of excellence in their area of work.

Skills required include, but are not limited to: effective time management, active listening, communication skills, dependability, positive client relations, problem solving skills, and adaptability. Task-oriented skills such as completion and management of tasks, and organization and precise attention to detail are needed.

Abilities include, but are not limited to: being able to perform all job duties, multitasking, working with multiple job variables and remaining flexible to change, supporting change and working well in the transition process, and supporting implementation of strategic objectives.

Scheduled Reviews & Training

Performance reviews will be conducted periodically during the first year of employment to evaluate work performance, give constructive feedback, and receive employee feedback. After the first year of employment, performance reviews will be conducted annually. If the job performance of the employee fails to meet Wellness Place standards, this could result in disciplinary action up to termination.

Additional training will be offered during company changes as needed.

Job Type: Full-time

Expected hours: 40 per week

Job Type: Full-time

Benefits:

• Dental insurance
• Disability insurance
• Health insurance
• Opportunities for advancement
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person