Client Services Coordinator

Community Medical Services•West Allis, WI

7d•Onsite

About The Position

Community Medical Services is seeking a Client Services Coordinator to serve as a welcoming point of contact for clinic clients and visitors. Reporting to the Clinic Manager, the coordinator greets people with professionalism, compassion, and a trauma-informed approach and helps coordinate client care through appointment scheduling, walk-in intake support, and resolution or triage of client concerns. The position is in an outpatient clinic setting and supports the organization's work helping people recover from substance use disorders. The schedule is Monday through Friday and every other weekend, 4:15 a.m. to 12:45 p.m. The role involves frequent interaction with clients in a high-volume, fast-paced environment and includes front desk, electronic health record, payment, reception-area, and general office duties. Employees in specified states may also travel to the bank to make cash deposits and must meet motor vehicle record requirements.

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 knowledge, including the ability to navigate electronic health records.
Cultural competence and sensitivity to the needs of clients and employees.
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 nights, weekends, and holidays.
For employees in Texas, Ohio, Minnesota, Indiana, and Wisconsin: a valid state-issued driver's license and MVR clearance are required; a 39-month MVR is required at the time of interview.
Employees in Texas, Ohio, Minnesota, Indiana, and Wisconsin must travel to the bank for cash deposits and pass an MVR check.
Wisconsin new hires must provide proof of MMR and varicella vaccinations and have a current flu vaccination or be willing to receive one. Medical or religious flu-vaccine exemptions are permitted, with required forms submitted before the start date.

Nice To Haves

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

Responsibilities

Greet and assist clients in person and by telephone, answering calls professionally and courteously.
Manage client flow in a high-volume, fast-paced clinic environment.
Make outbound calls as needed to schedule follow-up appointments or engage clients in treatment.
Create client profiles and enter demographic information in 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 appointments 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.
Protect the confidentiality of client and employee information.
Help de-escalate client situations using a trauma-informed approach and triage client issues to appropriate solutions.
Introduce clients to the Recovery Connect engagement app and help them use 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 cash count at the end of the day.
Use appropriate incident-reporting procedures to document unsafe or problematic incidents involving clients or staff.
Participate in quality-improvement or required job-focused in-service education.
Help maintain inventory and order clinic supplies.
Perform general office duties, including document preparation, scanning, and faxing.