Care Coordinator I (Client Care)

Overview

Join Headlight, a transformative force in mental healthcare founded by psychiatrists dedicated to revolutionizing access and delivery of care. Our mission is to enhance lives one session at a time by offering transparent, innovative services supported by advanced data and technology, maintaining an emphasis on genuine human connections.

Our expert clinical team is empowered with autonomy and backing to focus on improving patient outcomes and elevating the overall standard of care beyond private practice. As a prominent behavioral health partner in the Western U.S., we deliver superior outcomes and cost savings through exclusive relationships, coordinated care, and continuous feedback.

Role Summary

As a Client Care Coordinator, you will act as a crucial conduit between clients and clinicians, ensuring effective execution of care plans. Responsibilities include managing clinician schedules, handling client communications via multiple channels, and supporting clinicians with timely updates. Your efforts will ensure a seamless, empathetic, and professional experience for both clients and the clinical team.

Core Responsibilities

• Coordinate client care by facilitating outpatient mental health service plans, managing scheduling and communication through calls, texts, and emails.
• Provide administrative assistance to clinicians, supporting documentation, scheduling, and operational tasks.
• Collaborate cross-functionally with Clinical, Billing, and Intake teams to maintain continuous and streamlined care delivery.
• Help clients navigate healthcare services both within and outside Headlight, including appointment rescheduling, pharmacy coordination, and insurance resolutions.
• Monitor client progress, ensure adherence to treatment plans, conduct follow-ups, and manage all relevant care coordination duties.
• Act as a dependable and compassionate point of contact, ensuring client satisfaction and responsiveness.
• Maintain accurate client records, document interactions, and log all coordination efforts diligently.
• Adhere strictly to organizational policies and legal standards including HIPAA compliance to ensure professional and ethical client care.

Qualifications

• Experience in medical or mental health office settings with proficiency in scheduling and referral coordination.
• Familiarity with Electronic Medical Records (EMR) systems and proficiency with MS Excel, Word, and related software.
• Ability to operate with minimal supervision, demonstrating strong teamwork and communication skills across phone, email, text, and chat.
• Customer service experience preferred (minimum 2 years).
• Adaptability to a fast-paced, evolving environment with consistent attendance and problem-solving ability.
• A positive, solution-oriented, and professional demeanor with attention to detail.

Benefits

• Full-time W2 position with a competitive hourly wage and potential incentive pay based on performance metrics.
• Comprehensive medical, dental, and vision insurance effective from the first of the month post-employment (subject to full-time status).
• Paid vacation, sick leave, and holiday time off.
• Access to an Employee Assistance Program offering confidential counseling and support resources.
• 401(k) retirement plan with employer contributions.
• Remote work flexibility.
• Opportunities for professional growth and learning in a progressive healthcare technology environment.
• A collaborative, supportive workplace culture focused on impact and excellence.

Diversity and Inclusion

We are committed to diversity, equity, and inclusion, striving to cultivate a welcoming, discrimination-free workplace that reflects these values. We encourage applicants from all backgrounds, including those who may not meet every qualification but are eager to contribute.

Additional Information

Accommodations for interviews are available upon request. We may use AI-based tools to aid in recruitment processes; however, all final hiring decisions are made by humans.

Incentive pay details: achieving 85% ready state with 15, 20, or 25 activities per hour can earn additional hourly bonuses ranging from $2.50 to $5.00 respectively.