Client Care Coordinator

SoLuna Mental Wellness•The Woodlands, TX

2d•Onsite

About The Position

SoLuna Mental Wellness is a growing multi-location mental health practice serving clients across the greater Houston area. Our front office is the first point of contact for people seeking care, and we hold a high bar for warmth, professionalism, and discretion in every interaction. We are hiring a part-time, in-office Client Care Coordinator to manage inbound and outbound client communication and keep our schedule running smoothly. You will be the welcoming, steady voice clients reach when they call — and the person who makes sure appointments, insurance, and scheduling all work behind the scenes. This is an on-site position; candidates must live in the Houston area and be able to commute to our office.

Requirements

Prior call center experience and comfort managing a steady volume of calls
Trauma-informed communication skills — you stay calm, grounded, and compassionate with clients who may be distressed or in crisis
Strong attention to detail and comfort working across multiple software systems
Experience with insurance verification and basic medical/mental health billing terminology
Excellent verbal and written communication
Reliable, punctual, and able to work independently in a fast-paced front-office environment
High school diploma or equivalent

Nice To Haves

Experience with ZocDoc and/or behavioral health EHR systems (e.g., Valant)
Background in a medical, dental, or behavioral health office
Bilingual (English/Spanish)

Responsibilities

Answer and manage a high volume of inbound client phone calls with professionalism, warmth, and patience
Schedule, reschedule, and confirm appointments using ZocDoc and our practice scheduling system
Run insurance verifications and clearly communicate coverage, benefits, and cost-share to clients
Apply late-cancellation and no-show charges in accordance with practice policy, handling these conversations with tact and care
Make outbound calls for confirmations, follow-ups, and rescheduling
Maintain accurate client records and protect confidential health information in full compliance with HIPAA
Coordinate with clinical and administrative staff to resolve scheduling and coverage issues