Client Care Coordinator

Healing Wave Aquatics is a small, dedicated nonprofit committed to supporting individual wellness and management of complex stress through aquatic therapy. We are the only non-profit in the nation providing trauma-informed aquatic therapy. Our core program helps clients with post-traumatic stress, focusing on veterans and military as well as their caregivers.

The Client Care Coordinator will play an important role in our nonprofit organization by coordinating the schedule for clients to begin their 8-week therapy program. The Coordinator will answer client questions, direct them to support, communicate with our practitioners to ensure their availability, as well as help contribute to Communications and Administrative support. The Client Care Coordinator will be part of our small dedicated team and will report to the Executive Director.

Responsibilities

A. Client Scheduling and Client Care

Serve as a primary point of contact for clients, providing exceptional customer service and addressing inquiries or concerns
Communicate with practitioners and staff to confirm schedule
Reach out to program clients to confirm availability and orient them to the HWA process
Learn our scheduling software system; schedule clients with practitioners and make scheduling adjustments when necessary
Support client questions and provide additional information on resources
Support our fee-for-service Wellness Clients with scheduling and support
Assist with billing and insurance claims processing (expected to begin in late 2024)

B. Communications & Administrative Support

Promote client experience and HWA through communications: social media and newsletter support
Help HWA with administrative support: mailings, supply orders, phone calls
Participate in team meetings and be willing to collaborate to support HWA goals

Skills and Attributes Needed:

Bachelor’s degree (preferred)
Previous experience in a medical or dental office setting preferred
Compassionate in working with sensitive populations
Scheduling experience and strong organizational skills with attention to detail
Excellent communication and interpersonal skills
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records.
Knowledge of HIPAA regulations to safeguard patient information
Interest in behavioral health, wellness and trauma-informed care
Ability to work independently and collaboratively with team members
Demonstrated commitment to our values and mission.

This position is Part Time at 20-24 hours per week. Healing Wave Aquatics offers prorated PTO for part time employees (equals about 6-7 days per year) and prorated hours for the 13 holidays per year. Healing Wave Aquatics also offers free parking, welcoming office space, and an annual complimentary float session. Occasional evenings and weekends required.

Job Type: Part-time

Job environment: 20-24 hours, Tues - Fri

Pay: $21 - $25 per hour

Please send a cover letter and resume to: hr@healingwaveaquatics.org. No phone calls please.

Healing Wave Aquatics

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Client Care Coordinator