Client Services Coordinator

Community Medical Services•Portland, OR

6d•Onsite

About The Position

Community Medical Services (CMS) is seeking a Client Services Coordinator to serve as the welcoming face of an outpatient clinic. Under the supervision of the Clinic Manager, the coordinator greets clients and visitors professionally, compassionately, and with a trauma-informed approach. The role coordinates client care through appointment scheduling, walk-in intake assistance, and responding to client concerns. The position supports CMS’s mission to help individuals recover from substance use disorders in a supportive, engaging, and fulfilling work environment. The role requires customer service and front desk experience, strong communication and organizational skills, accuracy, confidentiality, and comfort working in a fast-paced and changing setting. The coordinator performs reception, scheduling, electronic health record documentation, insurance and payment-related tasks, cash reconciliation, and general office duties. Employees in specified states must hold a valid state-issued driver’s license and pass an MVR check, and may need to travel to the bank for cash deposits. The position involves prolonged sitting and standing, frequent bending, stooping, stretching, typing, and use of office equipment. Lifting may be required: up to 10 pounds regularly, up to 25 pounds frequently, and up to 50 pounds occasionally. The employer states that hours may include nights, weekends, and holidays.

Requirements

High school diploma or GED.
At least 1 year of customer service experience.
At least 1 year of front desk experience.
Ability to communicate clearly and effectively with all organizational levels and outside providers.
Basic computer knowledge, including the ability to navigate electronic health records.
Cultural competence and sensitivity to client and employee needs.
Demonstrated medication administration accuracy and ability to maintain accurate client records.
Excellent organizational skills, accuracy, and attention to detail.
Problem-solving, conflict-resolution, time-management, and strong customer-service skills.
Ability to work as a team member in a fast-paced setting.
Ability to maintain confidentiality and comply with HIPAA and 42 CFR requirements.
Flexibility to work in a continuously changing environment.
Ability to work flexible hours, including nights, weekends, and holidays.
For employees in TX, OH, MN, IN, and WI: valid state-issued driver’s license and MVR clearance; a 39-month MVR is required at the time of interview.
Employees in TX, OH, MN, IN, and WI must pass an MVR check for employment and may be required to travel to the bank for cash deposits.
Frequent use of a telephone, computer, printer, fax machine, and copier.
Frequent use of the internet, web browser software, Microsoft Office products (Outlook, Word, Excel, and PowerPoint), and an electronic health record.
Ability to sit and stand for prolonged periods and frequently bend, stoop, or stretch.
Frequent and prolonged typing and operation of a computer, keyboard, and telephones.
Ability to regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds.

Nice To Haves

Hospital front desk or multi-physician practice front desk experience is preferred.

Responsibilities

Greet and attend to clients in person and over the phone.
Answer phone calls professionally and courteously.
Manage client flow in a high-volume, fast-paced environment.
Place outbound calls to schedule follow-up appointments or engage clients in treatment, as needed.
Create client profiles and enter demographic information into the electronic health record.
Schedule appointments using the electronic scheduling system.
Complete accurate documentation of client visits in the electronic health record.
Maintain a clean and organized lobby and reception area.
Coordinate walk-in intakes, help clients complete required documentation, and schedule them with available providers and counselors.
Verify insurance eligibility through insurance portals and set up billing episodes in the electronic health record.
Establish client payment plans and financial contracts, and collect and post payments.
Maintain confidentiality of client and employee information.
Assist with de-escalation of clients using a trauma-informed approach.
Triage client issues and identify appropriate solutions.
Introduce clients to the Recovery Connect engagement app and help them navigate it as needed.
Complete end-of-day tasks, including reconciling deposit and payment records.
Verify cash in the cash box at the beginning of the shift and reconcile the count at the end of the day.
Use appropriate incident-reporting procedures to document unsafe or problematic incidents involving clients or staff.
Participate in in-service education, Quality Improvement education, and required job-focused education.
Help maintain inventory and assist with ordering clinic supplies.
Perform general office duties, including document preparation, scanning, and faxing.
Travel to the bank for cash deposits where required by the role and applicable state requirements.