Client Services Coordinator - Part Time

About the role

Community Medical Services (CMS) is seeking a Client Services Coordinator to be the welcoming face of our clinic. Under the supervision of the Clinic Manager, you will greet clients and visitors with professionalism, compassion, and a trauma-informed approach. You’ll play a key role in coordinating client care, including scheduling appointments, assisting with walk-in intakes, and addressing client concerns. As part of our mission to help individuals recover from substance use disorders, you’ll thrive in a supportive, engaging, and fulfilling work environment where your contributions are valued.

Responsibilities

• Greets and attends to clients in person and over the phone
• Answers all phone calls in a professional and courteous manner
• Manages the patient flow of a high volume of clients in a fast-paced environment
• May place outbound calls to schedule follow-up appointments, or to engage clients in treatment
• Creates new client profiles and enters demographic information in electronic health record
• Schedules appointments using electronic scheduling system
• Completes accurate documentation of client visits in their electronic health record
• Maintains a welcoming lobby and reception area by ensuring areas remain clean and organized
• Coordinates intakes on a walk-in basis, including assisting clients with completion of required documentation and scheduling with an available provider and counselor to complete intake process
• Verifies insurance eligibility through various insurance portals, setting up billing episodes in electronic health record
• Establishes client payment plans and financial contracts, collects and posts payments
• Ensures confidentiality of all client and employee information
• Assists in the de-escalation of clients using a trauma-informed approach
• Triages client issues to secure most appropriate solution
• Introduces clients to the Recovery Connect engagement app and help them navigate it as needed
• Completes end of day tasks, including reconciling deposit and payment records
• Verifies cash in cash box at the beginning of shift and reconciles cash count at the end of the day
• Uses appropriate incident reporting procedures when documenting unsafe or problematic incidents involving clients, clients and/or staff
• Participates in in-service/education regarding Quality Improvement or required job-focused education
• Helps maintain inventory and assist in ordering clinic supplies
• Performs general office duties, such as document preparation, scanning, faxing

Requirements

• High School Diploma/GED
• 1+ years of experience in customer service is required
• 1+ years of front desk experience, preferably at hospital front desk or multi-physician practice is required
• Hospital front desk or multi-physician front desk experience preferred
• For employees in the following states (TX/OH/MN/IN/WI): valid state-issued driver’s license and MVR clearance required; a 39-month MVR is required at the time of interview
• Employees will be required to travel to the bank for cash deposits and must pass an MVR check for employment in the following states: (TX/OH/MN/IN/WI)
• For Wisconsin employees: new hires must provide proof of MMR and Varicella vaccinations; should have a current flu vaccination or be willing to receive one; medical or religious exemptions for the flu vaccine are permitted (exemption forms provided by CMS)

Skills

• Ability to communicate