Client Access Coordinator

Rimrock Foundation•Billings, MT

13d•Onsite

About The Position

The Client Access Coordinator is a dual-function role responsible for front desk reception and intake coordination for incoming Rimrock Outpatient, Inpatient, and Residential SUD clients. The position serves as a primary point of contact for clients, families, visitors, and community partners by answering phones, greeting walk-ins, coordinating referrals, and facilitating intake and enrollment. It completes intake documentation, supports scheduling and financial clearance, and maintains accurate data and records in the Electronic Health Record (EHR). The role maintains a welcoming, organized, and secure lobby while providing communication, coordination, and clerical support to clinical and administrative teams. It follows Rimrock policies and procedures, CARF standards, state statutes, and federal regulations, including HIPAA and 42 CFR Part 2. The coordinator positively represents Rimrock and promotes its mission, values, quality care, and customer service. The position reports to the Client Access Manager and supervises no positions.

Requirements

Ability to plan and organize work and identify needed resources for clients, including linking clients to resources.
Record-keeping skills.
Speaking and writing skills, with excellent verbal and written communication abilities.
Computer and word-processing ability.
Counseling skills relevant to this population.
Ability to comply with confidentiality requirements, including HIPAA and 42 CFR Part 2.
Ability to understand emergency procedures and complete incident reports within 24 hours of an event with detailed information.

Nice To Haves

A minimum of one year of experience working in the Mental Health or SUD field is preferred.

Responsibilities

Serve as the primary point of contact for clients, families, visitors, and community members; answer phones, greet walk-ins, and respond to inquiries.
Coordinate incoming referrals and client access processes for Outpatient, Inpatient, and Residential services.
Communicate and collaborate with internal teams and external partners to connect clients with appropriate services.
Complete, review, and maintain client documentation in the Electronic Health Record (EHR), including demographics, consents, and releases.
Collaborate with the Business Office to ensure financial clearance prior to enrollment in services.
Maintain a welcoming, organized, and secure lobby environment and follow visitor and security procedures.
Monitor and route incoming communications, including calls, Sfax, and mail, and scan documents according to policy.
Provide backup support for scheduling, admissions, and related functions as assigned.
Accept and process payments according to Business Office procedures.
Assist with Family Week and special events as needed.
Ensure compliance with HIPAA, 42 CFR Part 2, CARF standards, and Rimrock policies.
Perform other duties as assigned.
Collect, organize, report, and use information to improve the quality of systems and services.
Obtain client feedback about services and use it to improve service delivery.
Recognize and report areas within the role's scope that fall outside quality parameters.
Perform self-quality monitoring and develop and execute plans to meet established goals.
Provide timely and thorough follow-up with internal and external customers.
Demonstrate professionalism, compassion, and respect; communicate clearly; anticipate and respond to client and visitor needs while maintaining appropriate boundaries.
Support teamwork, take responsibility for individual actions, and promote Rimrock's mission and core values.