Client Care Coordinator - Mental Health Practice

Zeeva Behavioral Health•Sherman Oaks, CA

7d•Hybrid

About The Position

Zeeva Behavioral Health is a therapist-led, woman-owned psychotherapy practice with offices in Sherman Oaks and West Los Angeles. We provide exceptional clinical care while staying genuinely accessible, including through commercial insurance, Medicare, and Medi-Cal. Our mission is to care for one another, bring light to the world, and advance trauma-informed, whole-person mental health, one life, one family, one community at a time. This role is crucial for ensuring the client experience is warm, responsive, organized, and seamless from the first call through the end of care. It involves supporting clients throughout treatment, clearing administrative barriers, coordinating transitions, and resolving open issues. The position is outcomes-driven with clear goals around responsiveness, scheduling, follow-up, retention, accuracy, and resolution.

Requirements

Experience in a client-facing, customer-facing, administrative, hospitality, healthcare, retail, education, or service role.
Excellent verbal and written communication.
Strong phone presence and genuine comfort talking with people.
Strong organization and attention to detail.
Reliability and excellent follow-through.
A natural sense of urgency and responsiveness.
Comfort receiving feedback and learning quickly.
Sound judgment and willingness to ask when unsure.
Comfort across phone, text, email, scheduling software, and other technology.
Ability to work primarily in person in Sherman Oaks.

Nice To Haves

Behavioral health, psychotherapy, psychiatry, or another patient-facing healthcare setting.
Mental health intake or admissions experience.
Insurance eligibility or benefit-verification experience.
EHR or healthcare scheduling-platform experience.
Administrative or executive-support experience.
Customer service, hospitality, admissions, enrollment, or consultative-sales experience.
Experience handling scheduling, cancellations, or high volumes of communication.

Responsibilities

Respond quickly and warmly to inquiries by phone, text, email, and web.
Listen closely to understand client needs and recommend thoughtful clinician matches.
Gather demographic and insurance information accurately.
Coordinate eligibility and benefit verification.
Schedule prospective clients accurately and efficiently.
Follow up with individuals who have not yet scheduled.
Help clear barriers preventing clients from taking the next step.
Ensure every inquiry reaches a clear outcome.
Support scheduling, recurring appointments, cancellations, and appointment changes for current clients.
Notice gaps in care and proactively follow up.
Assist clients with insurance changes, benefit questions, paperwork, and administrative needs.
Coordinate communication regarding clinician availability changes.
Support smooth transfers to another Zeeva therapist when appropriate.
Help clients reconnect after an interruption in care.
Route clinical questions to the appropriate clinician and ensure clients receive answers.
Track open client-care issues through resolution.
Maintain accurate and current CRM activity, follow-up tasks, scheduling, and client information.
Support non-clinical transitions and discharge with care.
Help coordinate scheduling, meetings, communication, and administrative priorities for the team.
Track action items, deadlines, commitments, and follow-up.
Organize emails, projects, and ensure important work progresses.
Coordinate with clinicians, candidates, vendors, leadership, and outside partners.
Maintain organized and confidential information.
Identify and help close unfinished work.
Assist in ensuring the office and Client Care team run smoothly.