Client Care Coordinator

Job Description

Job Description

$500 Sign On Bonus!  Hope Clinic for Women has an immediate need for a F/T Client Care Coordinator!  Bilingual Preference! 

The Client Care Coordinator (CCC) serves as the first point of contact for Hope Clinic for Women and provides primary front-desk support for our clients and visitors. This highly client-facing role is responsible for creating a warm, compassionate, and professional experience while helping ensure timely, organized, and efficient clinic services.                                                                                                                                                                                                     

This position is ideal for someone who genuinely enjoys working directly with people and understands the importance of the front-desk experience. The Client Care Coordinator is often the first voice a client hears and the first person they interact with at Hope Clinic, making kindness, compassion, responsiveness, attention to detail, and a strong sense of urgency around client needs and appointment timeliness essential to success in this role.

The Client Care Coordinator is also highly organized, dependable, and comfortable with technology , with experience in front-desk or reception responsibilities such as client check-in and check-out, scheduling and rescheduling appointments, answering phones and client questions, supply ordering, and managing multiple computer-based systems.

Mission

Hope Clinic for Women is a faith-based, safe and confidential place for anyone dealing with life choices regarding past, present and future pregnancies. We provide medical care, professional counseling, education, referrals, mentoring and practical support for anyone regardless of age, race, religion, or ability to pay.

Vision 

Hope Clinic for Women is a Christ centered ministry existing to honor the sanctity of all human life as exemplified by:

• Teenagers and single adults choosing abstinence until marriage;
• Women and men choosing life for their child in the midst of a pregnancy;
• People experiencing God’s grace and forgiveness after an abortion;
• The transformation of hearts and lives by discovering the purpose/potential God intended for all His children
  

Position Type: Full-Time at 37.5 hours per week.

Hours:  Monday - Thursday from 8:30AM - 5PM and Friday from 8:30AM - 2:30PM 

Salary: $42,500-$45,000/year, depending on skill and experience

Reports to :  Clinical Director

Benefits:  Medical, dental, vision and auxiliary insurance policy options, Paid Time Off, Paid Sick Leave, chaplain access, counseling, money management support, and 401k options.

Key Responsibilities:

• • Welcome and assist clients, donors, volunteers, and visitors with kindness, professionalism, and discretion.
  • Manage client check-in and check-out, required paperwork, satisfaction surveys, follow-up appointments, and communication with clinic staff.
  • Answer and direct incoming calls, texts, online appointment requests, and client questions in a timely and compassionate manner.
  • Schedule and reschedule medical and counseling appointments, send electronic forms, and maintain accurate provider schedules.
  • Respond calmly and appropriately to pregnancy-related calls and walk-ins and connect clients with the appropriate team member or provider.
  • Help maintain the timeliness and flow of client services by communicating arrivals, monitoring schedules, and coordinating with providers throughout the day.
  • Collect and accurately process applicable client fees, including credit card and cash payments and telehealth invoices.
  • Maintain a welcoming, organized, and professional front-desk and client waiting environment.
  • Manage records requests, incoming faxes, mail, donations, office supplies, and other front-office administrative functions.
  • Maintain accurate clinic tracking information, including walk-in activity, call logs, and client satisfaction survey data.
  • Serve as a clinic super user for Athena and Yosi, assisting with user settings, troubleshooting, updates, and staff support.
  • Assist with training volunteer schedulers and staff on front-office processes and systems.
  • Coordinate front-desk coverage and assist with clinic opening and closing procedures.
  • Perform other client care and administrative duties as needed.                                                                                           
    

Meetings:

• All staff check in's Tuesday/Friday mornings at 8:30AM and monthly In-Service trainings.
• Quarterly Staff retreats (usually on a Friday, 8:30AM-2:30PM).
• All full-time staff are required to work a 4-6-hour shift for key agency-wide fundraising events. This will either be a mix of set-up/during or clean up. Events include: Annual Gala and Cider Carols.

Required Qualifications

• Bilingual Spanish/English
• Experience with EHR software
• Excellent communication and problem-solving skills

Preferred Qualifications/Skills

• Patient, empathetic, quality-focused approach to customer service
• Front-desk or other experience in a medical/clinical setting
• Ability to handle a fast-paced environment and prioritize tasks based on importance
• Proficient in Word, Excel, Outlook, Teams and SharePoint (Microsoft Office)
• Ability to quickly learn and adapt to new technologies
• Detail-oriented and organized

  Policies

• All staff must adhere to policies and procedures as outlined in our separate Personnel Handbook