Client Care Coordinator - Mental Health Practice

Zeeva Care•Los Angeles, CA

8d•$20 - $23•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. The Client Care Coordinator plays a crucial role in the client's journey, from their first inquiry through the end of their care. This role ensures the client experience is warm, responsive, organized, and seamless. It is an outcomes-driven position focused on responsiveness, scheduling, follow-up, retention, accuracy, and resolution, working closely with Client Care and clinical leadership teams.

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 you aren't sure.
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 what someone is actually looking for.
Learn clinicians' specialties to recommend thoughtful matches.
Gather demographic and insurance information accurately.
Coordinate eligibility and benefit verification.
Help prospective clients get scheduled accurately and efficiently.
Follow up with people who have not yet scheduled.
Clear barriers preventing clients from taking the next step.
Ensure every inquiry reaches a clear outcome.
Support scheduling, recurring appointments, cancellations, and appointment changes.
Notice gaps in care and proactively follow up.
Help clients navigate insurance changes, benefit questions, paperwork, and administrative needs.
Coordinate communication when a clinician's 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 quickly and ensure the client receives an answer.
Track open client-care issues through resolution.
Keep CRM activity, follow-up tasks, scheduling, and client information accurate and current.
Support non-clinical transitions and discharge with care.
Help coordinate scheduling, meetings, communication, and administrative priorities.
Track action items, deadlines, commitments, and follow-up.
Help organize emails, projects and ensure important work keeps moving.
Coordinate with clinicians, candidates, vendors, leadership, and outside partners.
Maintain organized and confidential information.
Notice unfinished work and help close the loop.
Pitch in wherever needed to help the office and Client Care team run smoothly.