Client Services Coordinator

Bittersweet Encounters•Rancho Cucamonga, CA

2d•Onsite

About The Position

Bittersweet Encounters (BSE), a women-led, minority-owned behavioral health and care coordination organization, is seeking a dependable, organized, and detail-oriented Client Services Coordinator to support its daily administrative operations. BSE serves individuals and families throughout the Inland Empire and across California through telehealth, offering psychotherapy, Enhanced Care Management, Community Health Worker support, supervised visitation, parenting education, and other family- and community-based programs. The coordinator manages client referrals, intake and scheduling, program tracking, documentation and reporting requirements, and communication among clients, staff, referral agencies, and community partners. The role calls for a proactive, resourceful, technologically proficient professional who can independently handle multiple priorities with accuracy, professionalism, and consistent follow-through. The position is full-time and on-site in Rancho Cucamonga, California.

Requirements

High school diploma or equivalent.
Proficiency with Google Workspace, particularly Google Sheets, Gmail, and Google Drive.
Strong organizational, time management, documentation, and communication skills.
Ability to independently manage multiple responsibilities, prioritize deadlines, and maintain accurate records.
Strong attention to detail and problem-solving skills, and ability to follow established procedures.
Dependability, professionalism, initiative, accountability, effective communication, and consistent follow-through.
Ability to work in a fast-paced, collaborative environment and adapt to changing program needs.
Understanding of the importance of confidentiality, accuracy, and timely service coordination.
Completion of background screening, HIPAA/privacy training, mandated reporter training when applicable, and other training or requirements established by BSE, county contracts, healthcare partners, or assigned programs may be required.

Nice To Haves

College coursework or an associate degree in business administration, healthcare administration, human services, or a related field.
Previous experience in administrative support, client services, healthcare, behavioral health, or social services.
Experience with electronic health records, including SimplePractice or similar systems.
Experience with referral coordination, scheduling, service authorizations, or program compliance.
Bilingual English/Spanish.

Responsibilities

Receive, review, process, and track client referrals from healthcare organizations, county agencies, and community partners.
Coordinate client outreach, intake appointments, enrollment, scheduling, and follow-up activities.
Verify referral information, service authorizations, and required administrative documentation.
Maintain accurate client and program tracking systems using Google Workspace, SimplePractice, and other designated platforms.
Monitor client enrollment, attendance, service assignments, program completion, and reporting deadlines.
Coordinate with clinicians, care managers, facilitators, and administrative staff to support timely service delivery.
Monitor outstanding documentation, missed appointments, and service-related follow-up requirements.
Assist with preparing administrative reports, service summaries, and documentation required by contracted programs.
Support billing reconciliation, invoice preparation, and verification of service records.
Communicate professionally with clients, social workers, referral sources, healthcare partners, and internal team members.
Maintain confidential records in accordance with HIPAA, organizational policies, and applicable program requirements.
Participate in staff meetings, trainings, quality assurance activities, and administrative process improvements.