Client Services Coordinator
Minnesota Council of Nonprofits, Saint Paul, MN, United States
Client Services Coordinator
In‑person position, 25–26 hours per week, Monday‑Friday.
Responsibilities
Answer main phone lines including scheduling appointments, explaining NYFS services, and transferring calls to providers or other extensions as appropriate. Return any voicemails received on the main phone line as soon as possible.
Complete initial intake processes related to a new client beginning services at the agency from a trauma‑responsive lens, including but not limited to thorough explanation of service options and wait time, obtaining required intake information, scheduling the initial appointment, insurance verification, obtaining signed intake forms, and obtaining sliding fee/autopay forms as appropriate.
Facilitate client signatures necessary for treatment including following up with clients when signed forms are not returned.
Respond to appointment requests made via email as soon as possible to offer services.
Greet clients with a welcoming smile, check them in for their appointment in the EHR system, and be responsive to client needs.
Collect co‑payments, past‑due balances, co‑insurance, and other payments due when clients check in for services.
Complete reminder calls for upcoming client appointments.
Complete outgoing calls for outstanding balances.
Participate in meetings with the administrative team, supervisor(s), as scheduled.
Scan clinical documents into client charts in a timely manner.
Engage and execute NYFS values, mission, policies, and procedures.
Participate in supporting office morale and a positive work environment, including communicating needs or ideas to the Office and Billing Manager.
Support administrative needs of leadership and program staff.
Provide backup for other Client Services Coordinator positions as requested.
Facilitate decisions requiring immediate attention in the best interest of the clinic should supervisor(s) be unavailable.
Maintain a safe and clean environment as it relates to the waiting and administrative areas as applicable.
Perform inventory checks on stock and supplies for clinic and waiting room.
Respond to client complaints with empathy and communicate with supervisor and clinical director regarding complaints and next steps in a timely manner.
Collaborate effectively with other team members that maintain working spaces across multiple schools in partnered districts.
Collaborate with school administrators and professionals to provide appropriate resources for students as necessary.
Track attendance to alert clinicians of attendance concerns for clients, no‑shows, cancellations, and support re‑scheduling of client appointments.
Ensure presence and coverage at the front desk.
Monitor the waiting area.
Perform other duties as assigned.
Required Qualifications
Hold a minimum of a high school diploma.
Ability to work independently without supervision.
Desire to help coordinate services for clients experiencing mental health concerns.
Ability to multitask and prioritize competing tasks on tight deadlines.
Ability to respond to clients with empathy, understanding that obtaining mental health services can be a difficult step for many clients.
Ability to maintain accurate and timely documentation (notes) of interactions with clients.
Ability to maintain professional boundaries and conduct as well as a high standard of ethics.
Skill in maintaining calm and supportive responses with individuals/families in crisis or escalated for other reasons.
Ability to communicate effectively including clear, timely and respectful correspondence.
Skill in implementing time management strategies.
Ability to receive and implement feedback.Ability to demonstrate positive interactions and collaboration with others.
Preferred Qualifications
Background and understanding in mental health.
Speaks Somali, Spanish, Karen or Hmong.
Experience in electronic health record.
Experience in Procentive.
Self‑awareness of personal strengths and areas of growth.
Strong candidates will have a solid understanding of their own culture and practice sensitivity and respect to the cultural backgrounds of clients as well as other staff. NYFS welcomes clients as well as staff with diverse cultural/ethnic identities, sexual orientations, gender identities, disabilities, and socioeconomic backgrounds.
Hourly Range
$19.00–$23.00 per hour based on qualifications.
NYFS Benefits
Competitive benefits include medical, dental, vision, life insurance, and short‑and long‑term disability, and a 401(k) with a 3% match. Options to contribute to health savings account (HSA) and flexible spending account (FSA).
Up to $1,000 in HSA for eligible HDHP enrollments.
Generous Paid Time Off and Holiday policy.
Up to $500 stipend to seek out training with up to 5 CEU days.
The final week of the year NYFS closes services to ensure all staff have a paid collective week off to support work sustainability.
We are committed to a policy of equal employment opportunity in recruitment, hiring, training, and promotion of persons based on merit, qualifications, and competence. We do not discriminate based on race, color, religion, creed, national origin, sex, age, disability, marital status, sexual orientation, place of residence, political affiliation, veterans’ status, or status with regard to public assistance, or any other class protected by local, state, or federal law. NYFS provides reasonable accommodations to qualified individuals with disabilities upon request.
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In‑person position, 25–26 hours per week, Monday‑Friday.
Responsibilities
Answer main phone lines including scheduling appointments, explaining NYFS services, and transferring calls to providers or other extensions as appropriate. Return any voicemails received on the main phone line as soon as possible.
Complete initial intake processes related to a new client beginning services at the agency from a trauma‑responsive lens, including but not limited to thorough explanation of service options and wait time, obtaining required intake information, scheduling the initial appointment, insurance verification, obtaining signed intake forms, and obtaining sliding fee/autopay forms as appropriate.
Facilitate client signatures necessary for treatment including following up with clients when signed forms are not returned.
Respond to appointment requests made via email as soon as possible to offer services.
Greet clients with a welcoming smile, check them in for their appointment in the EHR system, and be responsive to client needs.
Collect co‑payments, past‑due balances, co‑insurance, and other payments due when clients check in for services.
Complete reminder calls for upcoming client appointments.
Complete outgoing calls for outstanding balances.
Participate in meetings with the administrative team, supervisor(s), as scheduled.
Scan clinical documents into client charts in a timely manner.
Engage and execute NYFS values, mission, policies, and procedures.
Participate in supporting office morale and a positive work environment, including communicating needs or ideas to the Office and Billing Manager.
Support administrative needs of leadership and program staff.
Provide backup for other Client Services Coordinator positions as requested.
Facilitate decisions requiring immediate attention in the best interest of the clinic should supervisor(s) be unavailable.
Maintain a safe and clean environment as it relates to the waiting and administrative areas as applicable.
Perform inventory checks on stock and supplies for clinic and waiting room.
Respond to client complaints with empathy and communicate with supervisor and clinical director regarding complaints and next steps in a timely manner.
Collaborate effectively with other team members that maintain working spaces across multiple schools in partnered districts.
Collaborate with school administrators and professionals to provide appropriate resources for students as necessary.
Track attendance to alert clinicians of attendance concerns for clients, no‑shows, cancellations, and support re‑scheduling of client appointments.
Ensure presence and coverage at the front desk.
Monitor the waiting area.
Perform other duties as assigned.
Required Qualifications
Hold a minimum of a high school diploma.
Ability to work independently without supervision.
Desire to help coordinate services for clients experiencing mental health concerns.
Ability to multitask and prioritize competing tasks on tight deadlines.
Ability to respond to clients with empathy, understanding that obtaining mental health services can be a difficult step for many clients.
Ability to maintain accurate and timely documentation (notes) of interactions with clients.
Ability to maintain professional boundaries and conduct as well as a high standard of ethics.
Skill in maintaining calm and supportive responses with individuals/families in crisis or escalated for other reasons.
Ability to communicate effectively including clear, timely and respectful correspondence.
Skill in implementing time management strategies.
Ability to receive and implement feedback.Ability to demonstrate positive interactions and collaboration with others.
Preferred Qualifications
Background and understanding in mental health.
Speaks Somali, Spanish, Karen or Hmong.
Experience in electronic health record.
Experience in Procentive.
Self‑awareness of personal strengths and areas of growth.
Strong candidates will have a solid understanding of their own culture and practice sensitivity and respect to the cultural backgrounds of clients as well as other staff. NYFS welcomes clients as well as staff with diverse cultural/ethnic identities, sexual orientations, gender identities, disabilities, and socioeconomic backgrounds.
Hourly Range
$19.00–$23.00 per hour based on qualifications.
NYFS Benefits
Competitive benefits include medical, dental, vision, life insurance, and short‑and long‑term disability, and a 401(k) with a 3% match. Options to contribute to health savings account (HSA) and flexible spending account (FSA).
Up to $1,000 in HSA for eligible HDHP enrollments.
Generous Paid Time Off and Holiday policy.
Up to $500 stipend to seek out training with up to 5 CEU days.
The final week of the year NYFS closes services to ensure all staff have a paid collective week off to support work sustainability.
We are committed to a policy of equal employment opportunity in recruitment, hiring, training, and promotion of persons based on merit, qualifications, and competence. We do not discriminate based on race, color, religion, creed, national origin, sex, age, disability, marital status, sexual orientation, place of residence, political affiliation, veterans’ status, or status with regard to public assistance, or any other class protected by local, state, or federal law. NYFS provides reasonable accommodations to qualified individuals with disabilities upon request.
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