Client Care Advocate

Heartspring Inc•Wichita, KS

3d•Onsite

About The Position

Heartspring is seeking a compassionate and organized Client Care Advocate to serve as a trusted partner for children, families, referral sources, and providers throughout the client journey. This role combines patient care coordination, client services, referral coordination, appointment scheduling, intake, medical records management, and healthcare customer service to create an exceptional experience for every family we serve. Whether you're supporting a family's first call, coordinating appointments, managing referrals, or helping remove barriers to care, you'll play a vital role in ensuring every client receives timely, compassionate, and seamless support.

Requirements

1-3 years of healthcare administration experience required.
Experience in a medical office, specialty practice, outpatient clinic, or hospital managing patient scheduling, provider calendars, referrals, patient communication, medical records, and care coordination in a fast-paced healthcare environment.
Exceptional customer service skills with a genuine passion for helping children and families
The ability to build trusting relationships with clients, referral partners, providers, and internal teams
Strong organizational skills with the ability to manage multiple priorities while maintaining exceptional attention to detail
Experience coordinating appointments, referrals, scheduling, or client services in a healthcare or service-focused environment
A proactive, solution-oriented mindset with the ability to identify barriers and keep clients moving through the care journey
Excellent verbal and written communication skills, both in person and over the phone
Experience using electronic medical record (EMR/EHR) systems and Microsoft Office applications
Strong problem-solving and analytical skills
The ability to work independently while collaborating effectively across multiple departments
A commitment to protecting confidential information and delivering an exceptional client experience
High school diploma required
One year of experience in customer service, healthcare administration, scheduling, client services, records management, or a related field preferred (for Client Care Advocate I)
3 years of progressively responsible experience in healthcare administration, client services, intake coordination, scheduling, referral management, or related healthcare operations (for Client Care Advocate II)
Experience independently managing complex scheduling, referrals, waitlists, and client concerns (for Client Care Advocate II)
Advanced proficiency with EMR/EHR systems, workflow management, and administrative processes (for Client Care Advocate II)
Proven ability to identify barriers to care, resolve problems, and strengthen client engagement and retention (for Client Care Advocate II)
5 years of progressively responsible experience in healthcare administration, client services, scheduling, referral management, records management, or related operations (for Client Care Advocate Lead)
Demonstrated expertise in client access, scheduling, referrals, and clinic workflows (for Client Care Advocate Lead)
Experience training, coaching, or mentoring team members (for Client Care Advocate Lead)
Ability to coordinate daily workflow, support team coverage, monitor quality standards, and serve as a resource for escalated client concerns (for Client Care Advocate Lead)
Demonstrated success supporting departmental goals related to access to care, client satisfaction, operational efficiency, and service utilization (for Client Care Advocate Lead)

Nice To Haves

Associate degree in Healthcare Administration, Business, or related field preferred

Responsibilities

Serve as the primary point of contact for children, families, referral sources, and providers throughout the client journey
Build trusted relationships through proactive communication, education, and ongoing support
Coordinate client intake, referrals, waitlists, and service access to help families navigate available programs and services
Schedule appointments, manage schedule changes, reduce cancellations, fill open appointment times, and support provider productivity
Maintain accurate client records, documentation, and EMR workflows to ensure quality care, compliance, and operational excellence
Support front desk operations by welcoming clients, coordinating check-in and check-out, and creating a positive clinic experience
Collaborate closely with clinical, operational, and revenue cycle teams to ensure seamless communication and continuity of care
Proactively identify and remove barriers that may delay services or negatively impact the client experience
Maintain confidentiality while ensuring compliance with HIPAA, FERPA, and organizational policies
Contribute to service growth, client retention, and continuous improvement initiatives that enhance access to care