Care Coordinator

Care Coordinator & Front Office Administrator Hillside Counseling is growing and we are seeking an administrative and service minded professional -- with a passion for helping people -- to join our team as a Care Coordinator. This position supports the daily flow of our front office while providing every client with a warm, welcoming, and seamless introduction of our care. We are looking for someone who naturally embodies our approach: warm, kind, helpful, and supportive - not just with clients, but in how we support our team members and therapists. This position is ideal for someone with a warm demeanor, who thrives in a structured environment, enjoys managing multiple moving parts, and takes pride in keeping systems running smoothly and efficiently. The Care Coordinator ensures that the daily client experience runs seamlessly from first contact through ongoing scheduling and billing coordination. You will manage intake processing, scheduling accuracy, payment issues, and time-sensitive client communication - all while maintaining warmth and professionalism. You will work closely with clients, therapists, administrative team members, and leadership - serving as a steady and supportive point of coordination for care. A key part of this role is responding to individuals who are reaching out for help with empathetic and calm responsiveness, thoughtfully matching client needs with the best-fit therapist, and maintaining clear communication with therapists regarding scheduling and preferences. The Care Coordinator takes ownership of ongoing tasks and emerging projects, helping move initiatives forward with consistency and follow-through. This role requires comfort receiving direction while also demonstrating self-initiative in establishing priorities and managing responsibilities with confidence and sound judgment. While autonomy is important, we are deeply grounded in collaboration. We operate as a team, support one another, and step in when needed - and that shared commitment is part of what makes our work effective and meaningful. Position Responsibilities and Opportunities Manage incoming calls, emails, and messages from client inquiries seeking counseling services Coordinate client intake processes, including sending and tracking intake documentation Check in and check out clients at intake Keep client files up to date Manage client phone calls/messages/emails around ongoing scheduling needs Verify eligibility / benefits and insurance coverage (internal training provided) Maintain internal workflow and contribute to process improvements Work within practice software Ability to move between our 3 Locations, depending on needs Document all inquiries and client interactions promptly and accurately Provide administrative support for Therapists Provide administrative support for Leadership Team Light cleaning and building upkeep (i.e. identify supply needs, care for plants, etc) This position is one of upward responsibility, promotion, and leadership Skills/Experience/Requirements Demonstrate compassion and professionalism in client interactions Excellent phone etiquette for handling inbound and outbound calls Strong office administration skills, including accurate and efficient typing Proficient in Microsoft Office (Word, Excel, Email) and Google Workspace (Docs, Sheets, Drive) Comfortable learning new computer systems, practice management software, or EHRs Ability to research, problem-solve, and make decisions independently Experience providing high-quality customer service and client support Friendly, approachable, and professional when interacting with clients and therapists Flexible, dependable, and team-oriented Ability to handle sensitive information with discretion and maintain strict confidentiality Knowledge of healthcare insurance or demonstrated ability to learn quickly Skilled in active listening and clear communication Able to prioritize tasks, respond proactively, and take initiative when needed Interest in working in the helping field of counseling Experience in a clinical or healthcare setting preferred Motivated to grow professionally, learn continuously, and contribute to team success Key Performance Indicators Effectively balance client and therapist needs while maintaining timely documentation and data entry Accurately record inquiries, schedule intakes, and conduct insurance verification Consistently demonstrate a warm, empathetic, and professional approach in all interactions with clients, therapists, and administrative team members Follow established processes while actively contributing to workflow improvements and team initiatives We are a friendly and healthy work environment with a sense of belonging and purpose. If you have a passion for warmth and excellence in client service, we have a spot for you on our team! Job Type: Full-time Pay: $18.00 - $20.00 per hour Benefits: Dental insurance Health insurance Paid time off Vision insurance Education: Associate (Preferred) Ability to Commute: Burleson, TX 76028 (Preferred) Work Location: In person #J-18808-Ljbffr