Client Care Coordinator

About the role

• Job Title: Client Care Coordinator
• Reports To: Facilities Manager
• Department: Administration
• Location: On-site, Dumfries, VA
• Employment Type: Full-time | Hourly | Non-Exempt
• Monday - Friday
• 8am - 4:30pm

Job Summary

The Client Care Coordinator plays a vital role in supporting client care coordination and day-to-day operational flow across Mainspring Recovery. This position serves as a central point of communication between clinical teams, operations, insurance partners, and external providers to ensure clients are properly scheduled, prepared for, transported to (as applicable), and successfully attend all assigned virtual and in-person appointments.

This is a fast-paced, highly collaborative, on-site role requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities. Client Care Coordinator supports appointment readiness, transportation, medication coordination, insurance follow-up, and cross-department communication to promote continuity of care and smooth daily operations.

Key Responsibilities

• Coordinate and ensure clients are prepared for and attend all assigned virtual and in-person appointments.
• Transport clients to and from medical, clinical, and ancillary appointments as assigned.
• Assist with medication coordination, including pharmacy pickups and timely delivery to appropriate staff.
• Communicate with insurance providers regarding authorizations, denials, and coverage-related questions.
• Track, document, and communicate insurance authorization issues and denials to clinical, utilization management, and leadership teams.
• Serve as a liaison between clients, clinical teams, operations, and administrative departments to ensure clear, timely communication.
• Maintain accurate scheduling, tracking, and coordination records related to appointments and client movement.
• Support day-to-day health unit operations to ensure efficient workflow and minimal disruption to client care.
• Maintain confidentiality and comply with HIPAA, organizational policies, and professional standards at all times.
• Collaborate with department leaders to anticipate needs, resolve issues, and support continuity of services.

Minimum Qualifications

Education / Credentials

• High school diploma or equivalent required.

Experience

• Demonstrated ability to coordinate schedules, logistics, and communication across multiple departments.
• Working knowledge of general medical and insurance terminology preferred.

Knowledge / Skills

• Strong organizational, time management, and multitasking skills.
• Clear verbal and written communication skills.
• Ability to maintain professionalism and confidentiality in a healthcare environment.
• Ability to work independently while collaborating effectively within a team.

Working Conditions

• Direct care and client-facing position.
• On-site position with frequent interaction with clients and staff.
• Regular movement throughout the facility and community for transportation and coordination needs.
• Driving independently and with clients or staff.
• Occasional evenings or weekends may be required based on program needs.
• Full-time Monday - Friday 8am - 4:30pm

Why This Role Matters

• Directly supports client engagement, continuity of care, and treatment outcomes.
• Plays a key role in keeping daily operations running smoothly across departments.
• Offers exposure to clinical, operational, and administrative functions within a mission-driven organization.
• Provides opportunities for professional growth in healthcare and behavioral health operations.

Pre-Employment Requirements

Mainspring conducts, as required, job-related background checks, drug testing, TB testing, verification of employment history, and/or reference checks prior to employment.