Client Services Coordinator (Part Time)

Community Medical Services•Tucson, AZ

35d•Onsite

About The Position

Community Medical Services (CMS) is seeking a part-time Client Services Coordinator to serve as the welcoming face of its outpatient clinic. Under the supervision of the Clinic Manager, this role greets clients and visitors professionally, compassionately, and using a trauma-informed approach. The coordinator helps manage client care by scheduling appointments, assisting with walk-in intakes, addressing client concerns, and supporting the clinic’s mission to help individuals recover from substance use disorders. The position works in a fast-paced outpatient setting and requires frequent client interaction, accurate recordkeeping, and coordination with providers and counselors. The role also supports financial and administrative operations, maintains a welcoming reception area, and helps ensure client and employee information remains confidential. The schedule is Monday, Wednesday, and Friday from 8 a.m. to 4 p.m., and Saturday from 6 a.m. to 10 a.m.

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 people at all organizational levels and with outside providers.
Basic computer skills, 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.
Strong organizational skills, accuracy, and attention to detail.
Problem-solving, conflict-resolution, time-management, and customer-service skills.
Ability to work as part of a team 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 and during flexible hours, including nights, weekends, and holidays.
In TX, OH, MN, IN, and WI, a valid state-issued driver’s license and MVR clearance are required; a 39-month MVR is required at the time of interview.
Ability to use a telephone, computer, printer, fax machine, copier, internet, web browsers, Microsoft Office products, and electronic health records.
Ability to meet the physical demands of prolonged sitting and standing, frequent bending, stooping, stretching, typing, and operating computers and telephones.
Ability to lift and/or move up to 10 pounds regularly, up to 25 pounds frequently, and up to 50 pounds occasionally.

Nice To Haves

Front desk experience at a hospital or multi-physician practice.

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.
Make outbound calls to schedule follow-up appointments or engage clients in treatment, as needed.
Create new client profiles and enter demographic information into the electronic health record.
Schedule appointments using the electronic scheduling system.
Document client visits accurately in the electronic health record.
Keep the lobby and reception area clean, organized, and welcoming.
Coordinate walk-in intakes, assist clients with 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-escalating clients using a trauma-informed approach.
Triage client issues to identify the most appropriate solution.
Introduce clients to the Recovery Connect engagement app and help them navigate it.
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 cash count at the end of the day.
Follow incident-reporting procedures when documenting unsafe or problematic incidents involving clients or staff.
Participate in in-service education, quality improvement activities, and required job-focused education.
Help maintain inventory and order clinic supplies.
Perform general office duties, including document preparation, scanning, and faxing.
Travel to the bank for cash deposits; employees in TX, OH, MN, IN, and WI must pass an MVR check.