Care Coordinator I (Clinical Coordinator)

Overview

Care Coordinator I (Clinical Coordinator) at Headlight, a physician-owned, mental wellness, telehealth company focused on quality care and expanding mental health services. Our mission is Improving lives, one session at a time. We seek a Care Coordinator I (Clinical Coordinator) to facilitate a frictionless experience for both clients and clinicians, handling administrative support that enables clinicians to deliver care and clients to access help easily.

Responsibilities

• Clinical Coordination: Facilitate the execution of Clinician-developed care plans for clients receiving outpatient mental health services. Respond to tasks, calls, texts, and emails promptly and professionally, ensuring clinicians have resources and assistance to deliver care effectively.
• Clinical Support: Serve as the first point of contact for clinicians, adhering to established ASA/SLA guidelines. Handle clinical administrative needs such as medication authorizations, pharmacy correspondence, and processing of Disability and/or FMLA/Accommodation forms. Manage records for diagnostic and laboratory testing, including entering orders and obtaining results for routine labs and genetic testing. Maintain precise documentation of all clinical and client communications and ensure appropriate follow-up.
• Team Collaboration: Work with the Client Care, Billing, and Intake Teams to ensure cohesive and efficient care and maintain clear, timely communication across departments.
• Resource Coordination: Help clients navigate the healthcare system by connecting them to internal and external resources, including appointment coordination, working with pharmacies, and resolving insurance or billing concerns.
• Monitoring and Follow-Up: Track client progress to ensure care is delivered according to plan; conduct follow-ups after appointments, confirm follow-up scheduling, and complete all related tasks.
• Client Satisfaction: Serve as a consistent, knowledgeable point of contact for clients, addressing needs and providing reassurance throughout care.
• Data Entry and Record Keeping: Maintain accurate client records by promptly entering data and documenting all relevant communications, tasks, and appointment updates.
• Compliance: Uphold organizational policies and procedures to ensure high standards of care and regulatory compliance, including HIPAA.

Qualifications

• Experience in a medical/mental health office
• Working knowledge of Electronic Medical Records systems
• Experience with Excel, Word, and other computer programs
• Ability to work with a team with minimal supervision
• Excellent communication skills via phone, email, text, and chat
• 2+ years of hands-on experience supporting clinicians
• Understanding of CPT/ICD-10 coding
• Flexibility in a fast-paced, evolving work environment

Benefits

• W2 role with competitive hourly rate
• Medical, Dental and Vision coverage on the first of the month after employment (based on full-time hours)
• Paid vacation, sick, and holiday time
• Employee Assistance Program (EAP) with confidential counseling and support
• 401(k) plan with company contribution
• Remote work schedule
• Professional development opportunities and training
• Collaborative and supportive work culture
• Impactful role contributing to patient care and healthcare processes

Headlight is committed to diversity, equity, and inclusiveness and seeks to create a working environment reflective of this commitment. We encourage applicants from diverse backgrounds and may consider candidates who do not meet every qualification but show potential and enthusiasm for the role.

By applying for this position, you consent to receive future communications from Headlight via email or text regarding this application and related employment opportunities. You may opt out at any time by contacting us directly.