Reports To: Executive Director
Job Type: Full-Time, Non-Exempt
Work Location: In-Person – Walnut Creek, CA
Schedule: Monday-Friday | 8:00 AM-5:00 PM
Position Summary
Aspire Neuropsychological Services is seeking a highly organized, compassionate, and experienced Client Care Coordinator to serve as a vital member of our administrative team. This position is ideal for someone who enjoys helping others, thrives in a fast-paced healthcare environment, and takes pride in creating an exceptional client experience.
As one of the primary points of contact for our clients, you will coordinate appointments, communicate with referral sources and healthcare professionals, support our clinical team, and ensure the smooth day-to-day operation of the practice. The ideal candidate is proactive, detail-oriented, and able to manage multiple priorities while maintaining professionalism, confidentiality, and outstanding customer service.
Essential Duties & Responsibilities
- Serve as the primary point of contact for clients, providing exceptional customer service by phone, email, and in person.
- Coordinate new patient intake, scheduling, appointment changes, and follow-up communications.
- Maintain accurate client records and documentation within the electronic health record.
- Verify and update demographic, insurance, and referral information.
- Collaborate closely with clinicians to ensure continuity of care and efficient scheduling.
- Communicate professionally with physicians, schools, attorneys, case managers, and other community partners.
- Assist clients with questions regarding appointments, paperwork, and office procedures.
- Monitor clinician schedules and help maximize appointment utilization.
- Prepare intake packets, clinical documentation, and other administrative materials.
- Protect confidential patient information and maintain strict HIPAA compliance.
- Assist with general office operations, including supply management and administrative projects.
- Identify workflow inefficiencies and contribute ideas that improve the client experience and office operations.
- Perform other administrative duties as assigned.
Qualifications
- High school diploma or GED required; Associate's or Bachelor's degree preferred.
- Minimum of 3 years of experience in a healthcare, behavioral health, or medical office setting.
- Previous experience coordinating patient care, scheduling, or healthcare administration preferred.
- Experience working with electronic medical records (SimplePractice experience is a plus).
- Bilingual English/Spanish is a plus.
Knowledge, Skills & Abilities
- Outstanding customer service and interpersonal communication skills.
- Exceptional organizational and time management abilities.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple responsibilities in a fast-paced environment.
- Professional written and verbal communication.
- Strong problem-solving skills and sound judgment.
- Ability to work independently while collaborating effectively with a multidisciplinary team.
- High level of professionalism, discretion, and confidentiality.
- Proficiency with Microsoft Office and Google Workspace.
- Ability to quickly learn new software and office systems.
This Position Will Be a Great Fit If You...
- Enjoy building positive relationships with clients and families.
- Thrive in a busy office where every day is different.
- Take pride in being organized and dependable.
- Are proactive and enjoy solving problems before they become bigger issues.
- Value teamwork while also being comfortable working independently.
- Enjoy creating a welcoming and supportive experience for every client.
- Want to contribute to a growing behavioral health practice dedicated to making a meaningful difference in people's lives.
Pay: $18.00 - $26.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k) 4% Match
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Experience:
- Medical Office: 2 years (Required)
Language:
Ability to Commute:
- Walnut Creek, CA 94598 (Required)
Work Location: In person
