Part-Time Client Care Coordinator

Are you looking for a meaningful role where you can make a difference in people’s lives? We’re seeking a compassionate and organized individual to join our team as a Client Care Coordinator. In this role, you’ll be the first point of contact for our clients, providing them with exceptional support and ensuring their experience with us is positive and seamless.

Position Overview: Champaign Counseling is seeking a part-time (up to 25 hours per week) Client Care Coordinator. The Client Care Coordinator is responsible for the management of administrative duties and support for our marketing program for Champaign Counseling.  The Client Care Coordinator must think globally and make decisions independently that promote growth for Champaign Counseling. The Client Care Coordinator supports the front and back end of our business, including scheduling client calls, client support, and ensuring our staff is supported.

About Champaign Counseling: Here at Champaign Counseling, we believe in creating the best atmosphere for our clients and employees and giving back to our community.

Our Mission: Our mission is to create a kinder, more content and compassionate community where vulnerability and connection are celebrated. Our focus is on healing patterns of generational trauma and improving relationships. We are a fun, dynamic, and collaborative team who values working collaboratively and helping improve the health and wellness of our community.

Company Focus: Our focus is on healing patterns of generational trauma and improving relationships.

Our Values: Champaign Counseling lives by values that guide who we are as a team and how we present to our community. We hire staff who bring these values to life.

Our clients are not a diagnosis. Diagnosis clients with a mental health disorder labels them and creates stigma that hinders healing. Each client is a whole person with complex thoughts, feelings, emotions, experiences, and perspectives that impact their mental health. We treat the whole person and not just the diagnosis.

Mental health work is valuable. Our clinic charges for our work and expects clients to pay. While we wish we could help each person who needs our support, we spent many hours practicing, training, and getting educated to improve the overall well-being of our community. Just like doctors, lawyers, and other experts, we make our living as professionals in our field.

Connection is our primary focus. Connection is a core human need. Many of the clients who walk through our door are lacking the kind of connection they need and have developed depression, anxiety, and other unhealthy coping mechanisms. The single most helpful thing we can do is show them kindness, empathy, and acceptance from the moment they call our office to the moment they walk out our door.

Never stop practicing good communication. Communication is complicated and is something we, as a team, are constantly working to improve. As a company, our clients require us to be clear and concise in our communication with them. As therapists, many of our clients who do not have good communication skills need coaching and strategies that help them simplify the messages they want the other person to receive and. These same coaching strategies can help clients eliminate the stories they tell themselves in their heads as they process messages from others.

We are an ethical practice. We will always abide by the codes of ethics and conduct that are recommended by the professional associations of this industry. We also follow ethical personal and professional guidelines within the business and our community.

Life happens. While we take our clients and our role in the community very seriously, we also recognize the importance of maintaining the health and well-being of our team members. We promote work-life balance and encourage employees to take time for their families, their hobbies, and their personal self-care.

We value our people. Each person at Champaign Counseling is an integral part of the business. Just like a building would crumble without a solid foundation, this business and its clients would not thrive without dedicated employees who are happy to serve. We make every effort to value the hard work and effort of this team.

We are not a “clinic.” Champaign Counseling is a warm, welcome, and safe space for clients to be supported in their journey to healing. Unlike a clinic, our space is homey and inviting – helping clients to be comfortable and vulnerable. Each client relationship is unique and special and is treated as such.

Be willing to do the work. Healing is not easy. And therapy is not magic. The most successful healing journeys happen when both the client and the therapist are patient, persistent, and willing to do the work necessary to shed past traumas and coping mechanisms.

Serving the community: Part of our mission is to contribute to promoting wellness within the community through community involvement, speaking engagements, and financial contributions. It is our goal to reach more people and provide psychoeducational services to students, teachers + administration, and businesses through regular outreach in the community.

Invest in quality: We’re committed to providing the best atmosphere for our clients and our team. Our commitment is seen in our beautiful workspace for our employees and a comforting space for our clients and in offering the extra touches like coffee + tea stations, a collaborative environment for our team, and wrap around services for our clients. We promote continued education for our clinicians and support staff through annual trainings in evidence-based practices so clients can feel safe knowing their therapist is always growing in their skill.

Promoting inclusion: We promote hiring clinicians of varying backgrounds, beliefs, and specialties to better serve the diverse and unique experience of our clients. It’s also important that our office promotes a foundation of diversity, equity, and inclusivity in its culture and practice.

Minimum Qualification Requirements:

• Associates or Bachelor’s degree in social service field, marketing, or communications
• Previous experience in customer service or administrative roles
• Available to work up to 25 hours per week.
• A solid understanding of mental health, wellness, and illness
• Strong organizational abilities and attention to detail
• Ability to multitask and thrive in a fast-paced environment.
• Be able to work independently on tasks assigned.
• Have strong written and verbal communication skills and strong interpersonal skills.

Other Qualification Preferences (not required):

• Prior experience in a private practice setting.
• Prior experience with marketing.

Hours:

This position requires availability during afternoons, evenings, and Saturdays to accommodate our clients’ schedules. Work hours and schedule may vary depending on Champaign Counseling needs.  The Client Care Coordinator is not guaranteed a minimum number of hours per week.  However, it is expected that the Client Care Coordinator will be available to work up to 25 hours per week.  Marketing will take place online and in the community.  Administrative duties will be held in the offices of Champaign Counseling.

Job Duties and Responsibilities:

1. Perform all necessary tasks for client care while managing the front desk (60%)
   • Manage overflow intake calls (answer phone and email, schedule intake appointments with appropriate therapist, answer practice -related questions)
   • Coordinate with clinicians on filling their schedules.
   • Support billing department on sending and rectifying claims.
   • Work directly with insurance representatives on a broad spectrum of benefit matters, verify insurance benefits
   • Assume responsibility of maintenance of office equipment (printer, paper, filling the drink refrigerator for clients, etc.)
   • Maintain cleaning schedule of lobby, offices, conference rooms, kitchen, and bathrooms.
   • Respond to patients’ requests for service or calls within 2 business hours of receiving the request whether such requests are made in person, by phone, voicemail, or through the Champaign Counseling website. Respond to such requests by calling or emailing the client.
   • Document all types of contact with clients or about clients in the client’s file in TherapyNotes by the end of the business day the communication took place on.

2. Assist clinicians with coordination of care with a patient’s treatment team (i.e., PCP, psychiatrist, school, etc.) as necessary (10%).
3. Attend mandatory staff meetings and training as directed by Champaign Counseling (5%).
4. Marketing for Champaign Counseling (25%)

• Conduct and regulate marketing and counseling services in a professional manner to maintain and increase the good will and reputation of Champaign Counseling. Be respectful of and cooperative and collaborative with co-workers.
• Develop, manage, and grow social media accounts as assigned.
• Market and assist clinicians with therapy groups, workshops, and speaking engagement.
• Attend networking events as a representative of Champaign Counseling.
• Develop, manage, and update therapist directories for clinicians of Champaign Counseling.
• Assist Office Manager with completing updates and adding information as needed to grow the practice for the Champaign Counseling website.

5. Other duties which may by assigned by Champaign Counseling.

This position is not right for you if you’re:

• Someone just looking for a job to clock in and out of.
• Someone who doesn’t feel passion for our mission, vision, and values.
• Someone who’s not a team player or prefers not to work collaboratively.
• Someone who doesn’t like to hop in and help others get their work done – we highly value teamwork.
• Someone who has difficulty communicating and diffusing client issues.
• Someone who, after receiving sufficient training, requires continuous direction and oversight.

This position is perfect for you if you’re:

• Aligned with Champaign Counseling’s mission, vision, and values.
• Growth minded – you embrace challenges and persist through obstacles. Your goal is to learn from others and through experience, constantly seeking to improve. You aren’t afraid of change or experimenting with new ideas to grow and improve.
• Emotionally intelligent – you’re able to view situations, people, and problems objectively without reacting or responding overly negatively, positively, or unrealistically. You do not participate in or initiate drama or gossip.
• Energized by helping others in a team and contributing to the growth of Champaign Counseling.
• Social justice oriented and practice anti-racism work.
• A problem solver – you use critical thinking and analytical skills to make decisions and resolve issues with confidence.
• Creative, engaged in doing good work, and excited by furthering our mission to making wellness a down-to-earth practice.
• Someone who has a knack for fixing client issues and creating client satisfaction.
• Someone who’s organized.

If you’re ready to embark on a rewarding journey with us and have the flexibility to work during these hours, we’d love to hear from you!

To apply, please submit your resume and a brief cover letter detailing why you’re interested in joining our team as a Client Care Coordinator. We look forward to welcoming you to our team and making a difference together!