Client Care Coordinator

Job Summary

The Client Care Coordinator serves as the primary point of contact for clients and visitors, creating a welcoming, compassionate, and professional experience that reflects Hope Clinic for Women’s mission and values. This role coordinates front-office and client care operations, including scheduling appointments, managing client communications and paperwork, processing payments, maintaining provider schedules, handling records requests, and supporting accurate data tracking. The Client Care Coordinator also supports daily clinic operations by managing office supplies, coordinating coverage, assisting with volunteer and staff training, and serving as the clinic’s super user for Athena and Yosi. The ideal candidate is highly organized, detail-oriented, adaptable, and able to manage multiple priorities while providing patient and empathetic service in a fast-paced clinical environment.

Job Responsibilities

Duties Before Clinic Opens to Clients (8:30-9:00 am)

• Be prompt and ready to begin at 8:30 am

• Unlock doors/cabinets, turn on lights and radio

• Check communal areas (pillows, magazines and kid’s area) in morning (and throughout the day)

• Send email invoices for online counseling appointments

Duties throughout the Day

• Greet all guests including clients, donors, volunteers, and other visitors

• Ensure clients complete all appropriate paperwork

• Notify staff when visitors/clients arrive

• Receive in-kind clothing room donations and file donation forms completed by donors

• Answer and direct incoming phone calls

• Monitor incoming client messages via text and Yosi

• Manage and respond to appointment requests submitted via website forms

• Schedule client visits and send electronic paperwork as needed

• Field incoming pregnancy calls or walk-ins with patience and calm, assigning to appropriate provider

• Accurately secure fees from paying clients (medical and counseling)- including processing credit cards and cash payments as well as emailing invoices for telehealth appointments.

• Ensure clients completed satisfaction survey before leaving

• Ensure clients have booked their next appointment (if applicable)

• Distribute all incoming mail

• Manage inventory and order office supplies, ensuring all receipts are properly uploaded and recorded

• Work with the Clinical Director to schedule coverage during absences

• Bring donated/maternity items down to donation room

• Log walk-in data in MS excel spreadsheet

• Assist with tracking Client Satisfaction Survey data

• Manage all records requests and faxes, ensuring timely processing and proper documentation

• Create and maintain provider schedules; block time as needed for time off, meetings, closures, and other changes.

• Keep phone scripts current by updating them as needed for clinic closures, staff retreats, and holidays

• Support training for volunteer client schedulers and staff as needed

• Act as designated super user for Athena and Yosi, including managing user settings, troubleshooting issues, and serving as the point of contact for system updates or training.

• Other projects as needed

Duties after clients exit and before clinic closes (4:30 – 5:00 pm or 2:00-2:30 pm Fridays)

• Key in pregnancy call logs into daily tracking spreadsheet

• Water plants and refill supplies in common areas

• Perform a weekly Friday audit of fees collected, ensuring they align with booked appointments

• Assist with final cleaning, closing, locking, and securing of building

Qualifications

Preferred Qualifications/Skills

• Patient, empathetic, quality-focused approach to customer service

• Front-desk or other experience in a medical/clinical setting

• Experience with EHR software

• Ability to handle a fast-paced environment and prioritize tasks based on importance

• Excellent communication and problem-solving skills

• Proficient in Word, Excel, Office 365 and SharePoint

• Ability to quickly learn and adapt to new technologies

• Detail-oriented and organized

• Bilingual Spanish/English

Additional Information

Benefits

Hope Clinic for Women offers a wonderful set of benefits for employees.  We understand that benefits can keep, attract, engage, and retain employees.  We strive to be both compassionate and competitive so that our employees feel welcomed and supported throughout their employment.  Below is a list of benefits we offer.

• Health, Dental, and Vision – Full-time employees are eligible to enroll on the 1st day of the month after 60 days of employment.  HCW provides 80% employer-paid health, dental, vision insurance up to $600/month.  If an employee prefers insurance from an outside 3rd party, they may be reimbursed up to $600/month with supporting premium documentation as company stipend.
• 401(K) Match – All employees are eligible to sign up for the retirement plan on the 1st of the next quarter following 60 days of employment.  The company pays a match of 25% of every dollar from the employee into their plan. The company match maxes out when the employee puts in 8% of their salary, although employees may certainly contribute more than that 8%.
• Paid Holidays – This benefit is for full-time employees. Hope Clinic currently has 13 paid holidays.  
• Vacation Days – Full-time employees begin with 10 vacation days a year they may use. Vacation days are accrued and used on a calendar year, Jan 1st-Dec. 31st.  An employee may roll up to 5 unused vacation days into the next calendar year.
• Paid Time Off (PTO) for Part-Time Workers – Part-time workers are allowed up to 3 Sick/Personal Days a year. These 3 days may be used for an emergent need, such as the employee’s personal health, family care leave, etc.
• Personal/Sick Days– Full-time employees have 6 days a year they can use for sick/personal time.  These days are accrued throughout the calendar year.  Personal/Sick Days cannot be rolled over into the next year.
• Birthdays Off – Full-time employees are eligible to have a paid day off for their birthday that is to be taken around a week before or after their birthday.
• Counseling Services – All employees are eligible for up to 8 sessions of company paid counseling. If an employee would like to set this up, please speak with the Head of HR or CEO.  This service is done by a 3rd party counseling agency, and we handle all issues with the highest confidentiality.
•  Maternity/Paternity Leave – Full-time employees are eligible.  Hope Clinic for Women will pay for 8 weeks of maternity and 2 weeks of paternity for employees. 
• Chaplain Services – All employees eligible.  Hope Clinic partners with a 3rd party to give us access to our own chaplain.  Our current chaplain, Sarah, comes onsite and can be reached by phone or online meetings.
• *New* SmartDollar Financial Wellness – All employees eligible. Financial wellness trainings, tools through Financial Peace University, budget app (EveryDollar), free tax filing (SmartTax), 1:1 financial coaching, retirement planning, debt payoff plans, available for staff and their family.   
• Bonuses – All employees are eligible.  If Hope Clinic for Women has a good year, financially, and if the board approves, we may provide bonuses for employees at the end of our program year. 
• Staff Retreats – Once a quarter, Hope Clinic invites all employees for a one-day staff retreat.  We will go over vision, training, planning, and fun activities.
• Company supplied – laptops, free parking unless our parking lot gets full, continuing education, and ongoing training are offered to employees with some restrictions. 
• Remote Work– If reasonable, Hope Clinic may offer an employee the chance to do some of their work from home or other location other than the workplace. 
• Shortened Work Week– Hope Clinic for Women closes every Friday at 2:30pm for all staff.
• Staff Events – On occasion, all staff are invited to a fun team event such as a Nashville Sounds or Predators game.  We also receive tickets sometimes to various events around town and we like to share them with employees. 

How to Apply

To apply for this position, please complete the application and send your resume to Holly Young, View email address on cnemt.org. No phone calls or drop-ins, please.  Fill out Pre-Interview Application Hope Clinic Pre-Interview Application – Client Care Coordinator – Fill out form

Details

• Date Posted: September 23, 2026
• Type: Full-Time
• Job Function: Administrative
• Service Area: Social / Human Services
• Start Date: 10/12/2026
• Working Hours: Regular/Full-time; schedule: 8:30-5, Monday-Thursday Friday 8:30-2:30 pm