Client Coordination Manager (Fully In-Office)

Job Description

Job Description

About Us

At Alteva RCM, we're dedicated to helping healthcare providers thrive through expert revenue cycle management, strategic insight, and innovative solutions. We're always looking for passionate, driven professionals who want to make a meaningful impact, grow their careers, and be part of a collaborative team committed to excellence.

Position Summary

The Client Coordination Manager is responsible for leading the front-end onboarding process for new clients, ensuring each engagement is strategically aligned, operationally viable, and positioned for a successful transition into service delivery. This role serves as a critical bridge between Business Development, the Chief Revenue Officer (CRO), clients, and internal operational teams, overseeing the evaluation, coordination, documentation, and progression of new accounts from initial handoff through official onboarding.

As a manager-level role, the Client Coordination Manager owns the client readiness process, drives timely movement through onboarding milestones, and ensures internal resources are assigned appropriately based on client needs, specialty, and account complexity. The role requires strong judgment, cross-functional coordination, proactive client management, and the ability to maintain momentum across multiple active accounts. This position also plays an important role in safeguarding onboarding quality, ensuring complete and accurate client information, and supporting a high-touch client experience from the outset.

Key Responsibilities

Strategic Client Review and Onboarding Readiness

• Lead the review of all new client opportunities transitioned from the Business Development team.
• Partner closely with the CRO to assess each new client for strategic fit, onboarding readiness, operational feasibility, and alignment with company service criteria.
• Evaluate client structure, service model, business needs, and readiness to ensure proper onboarding decisions are made early in the process.
• Exercise sound judgment in identifying gaps, risks, or concerns that may impact onboarding success or operational execution.
• Contact clients directly when information provided is incomplete, inconsistent, or insufficient, and clarify requirements necessary to move forward.

Ownership of Client Intake and Information Capture

• Oversee the intake process from initiation through completion, ensuring clients receive the appropriate forms and instructions in a timely manner.
• Ensure all required onboarding information is collected in accordance with internal checklists, standards, and operational requirements.
• Review and validate submitted client information for completeness, accuracy, and consistency before advancing accounts.
• Capture, organize, and document critical client data in internal systems to support seamless handoff and operational execution.
• Establish a strong foundation for downstream teams by ensuring all onboarding records are comprehensive and reliable.

Internal Resource Alignment and Account Assignment

• Determine and assign the appropriate internal team members to support each client based on specialty, service needs, complexity, and organizational structure.
• Collaborate with the CRO to assign AR Account Managers in alignment with client scope and strategic account needs.
• Assign the appropriate Follow-Up Account Manager to ensure continuity, accountability, and post-handoff support.
• Ensure internal stakeholders are fully informed and properly positioned to support a smooth onboarding and implementation process.
• Serve as a central coordination point across departments to align resources and eliminate onboarding bottlenecks.

Client Relationship Management and Escalation Handling

• Act as a primary point of contact for clients during the onboarding readiness and intake stages.
• Set expectations with clients regarding process requirements, timelines, next steps, and outstanding items.
• Maintain a high standard of responsiveness, including responding to scheduling requests and client communications within one business day.
• Proactively manage follow-up with clients who are delayed, unresponsive, or in holding patterns to keep onboarding progress on track.
• Navigate sensitive or complex client situations with professionalism, urgency, and strong service orientation.

Documentation, Contract, and Entity Oversight

• Oversee the handling of onboarding-related documents and administrative requirements, including contracts, joinders, and new entity tasks.
• Ensure all required documentation is accurate, complete, and routed to the appropriate internal stakeholders for timely processing.
• Coordinate entity-related updates and documentation needs to support account setup and operational readiness.
• Maintain visibility into document status and ensure administrative dependencies do not delay onboarding progression.

Onboarding Execution and Process Leadership

• Drive the timely progression of clients through each onboarding milestone, ensuring readiness standards are met before transition to the next stage.
• Conduct official onboarding calls with clients to confirm key information, establish expectations, and formally initiate the onboarding process.
• Lead structured onboarding conversations that validate client details, clarify scope, and support internal readiness.
• Ensure all relevant information from onboarding discussions is documented and shared appropriately with internal teams.
• Monitor the onboarding pipeline to maintain momentum, identify delays, and proactively resolve issues impacting turnaround time.

Cross-Functional Partnership and Process Accountability

• Partner with Business Development, the CRO, account management, and operational teams to support a coordinated and efficient onboarding experience.
• Ensure strategic alignment between client expectations, sales commitments, and operational capabilities.
• Support consistency, quality, and accountability across the onboarding process by reinforcing standards and documentation requirements.
• Identify opportunities to improve intake workflows, communication practices, and client transition processes.
• Serve as a process owner and operational leader for the front-end client coordination function.

Leadership Scope

• Owns the client readiness and intake management process for new accounts.
• Influences onboarding outcomes through strong coordination, decision-making, and cross-functional partnership.
• Supports leadership visibility into new client pipeline readiness and account assignment needs.
• Helps ensure internal teams are aligned and prepared before operational work begins.
• Acts as a quality control and escalation point for onboarding-related issues.

Key Skills and Competencies

• Strong leadership presence and ownership mentality
• Strategic thinking and sound decision-making
• Excellent client relationship management skills
• Advanced organizational and project coordination abilities
• Strong attention to detail and process discipline
• Ability to manage multiple high-priority accounts simultaneously
• Effective cross-functional communication and stakeholder management
• Ability to identify risks, resolve issues, and maintain forward momentum
• Professional judgment and high responsiveness in client-facing situations

Core Areas of Focus

• New client evaluation and strategic readiness
• CRO partnership and account assignment
• Intake management and information accuracy
• Internal resource alignment
• Contract, joinder, and entity coordination
• Client communication and follow-up
• Official onboarding call leadership
• Onboarding workflow oversight and timely progression

Pay Range

$115,000—$125,000 USD

Benefits

Alteva RCM offers our employees a comprehensive benefits package, including health, dental, vision, employee assistance plan, paid family leave, short-term disability and life insurance. We also provide a 401(k) plan with employer match, flexible spending accounts, employee discount program and an employee referral program.