Client Care Coordinator

Bridger Peaks Counseling is a thriving group practice of therapists and psychiatric providers committed to providing compassionate, trauma-informed mental health care to a diverse client base. Our mission is to empower individuals on the journey of hope and healing through a safe, supportive space for compassionate, effective mental health care. We foster an inclusive culture where staff feel respected and supported in their professional development. The Client Care Coordinator is the first point of contact for people seeking mental health care and plays an integral role in supporting daily operations. You will guide new and existing clients through intake, scheduling, insurance, and communication with our clinicians, always with warmth, discretion, and respect for the courage it takes to ask for help. This position is remote in Montana, but other locations will be considered for the right candidate. Schedule is Monday to Friday with some flexibility while meeting client communication needs. One to two days of availability until 6:00 pm to contact clients in the evening is preferred. Key responsibilities include: ● Client communication and service: Managing incoming phone calls, emails, and text messages; responding to new inquiries and current clients in a timely manner; and communicating with warmth, patience, professionalism, and sensitivity to clients' needs. ● Client intake and clinician matching: Reviewing presenting concerns, identifying potential clinician matches based on specialties, experience, and availability to match clients with the right therapist for them. ● Scheduling and clinician coordination: Maintaining accurate, up-to-date records of clinician availability, coordinating appointments and rescheduling requests, and communicating consistently with clinicians regarding openings and client placement. ● Administrative and documentation management: Tracking client paperwork, monitoring deadlines, sending reminders, maintaining organized records, and ensuring required administrative tasks are completed in a timely manner. ● Billing and insurance support: Addressing routine billing and insurance inquiries, identifying when additional expertise is required, and coordinating with the billing specialist to provide accurate information. ● Technical proficiency and systems management: Navigating multiple online platforms to manage communications, schedules, documentation, and administrative workflows while maintaining accuracy and consistency. ● Confidentiality and compliance: Protecting sensitive client information, adhering to applicable HIPAA requirements and practice policies, and exercising discretion in all communications and recordkeeping. ● Critical thinking and problem-solving: Managing competing demands, adapting to changing schedules and priorities, resolving routine administrative challenges, and recognizing when consultation or escalation is appropriate. ● Teamwork and collaboration: Building effective working relationships with the administrative team and clinicians to support coordinated communication, efficient workflows, and positive client experience. Qualifications: Required: · High school diploma or equivalent · 1-2 years in an administrative customer service setting · Ability to work independently, with support, in a work from home setting · Comfort with office technology and productivity software · Ability to maintain strict confidentiality and professional boundaries Preferred: · Associate degree in an administrative or healthcare related field · Experience in a mental health or medical setting · Familiarity with EHR systems, CRM systems, and Google Workspace · Training in trauma-informed care, mental health first aid, or crisis de-escalation · Familiarity with health insurance and billing terminology Pay: $20.00 - $24.00 per hour Expected hours: 30.0 – 40.0 per week

Benefits

Paid time off Work Location: Remote