Ellie was proudly founded on the principle of destigmatizing mental health. The mental health industry is full of barriers, and we’ve made it our goal to fill the gap and find innovative ways to break down these barriers for the communities we serve.
Job Description: We are seeking a compassionate and detail-oriented Care Coordinator to join our mission to fill the gap in mental healthcare. In this role, you will be responsible for managing the scheduling of appointments for clients seeking mental health counseling services. You will serve as the first point of contact for clients, providing outstanding customer service while ensuring seamless coordination of appointments between clients and therapists. This is an essential role in supporting our efforts to provide high-quality, accessible mental health care to our community.
Key Responsibilities:
Schedule and confirm counseling appointments for clients, ensuring accuracy and efficiency.
Answer phone calls and respond to emails regarding appointment inquiries, cancellations, and rescheduling.
Coordinate appointment schedules between multiple therapists and clients.
Maintain accurate records of appointments, client details, and cancellations in the electronic health records (EHR) system.
Work with clients to assess their needs and ensure appropriate scheduling based on their preferences and therapist availability.
Monitor and manage the therapy calendar to avoid overbooking or scheduling conflicts.
Collaborate with the clinical team to streamline scheduling processes and ensure timely service delivery.
Assist in other administrative tasks as needed (e.g. helping ensure patient intake forms are completed, insurance eligibility checks, etc).
Maintain confidentiality of all client information in compliance with HIPAA regulations.
Assist clients with initial questions about available services, insurance options, and payment procedures.
Provide exceptional customer service to clients and maintain a positive and welcoming atmosphere.
Qualifications:
High school diploma or equivalent required; Associate’s degree or higher preferred.
Previous experience in a scheduling, administrative, or customer service role, ideally in a healthcare or mental health setting.
Familiarity with Electronic Health Records (EHR) systems; experience with Valant a plus.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Ability to maintain a calm and empathetic demeanor in what can be a fast-paced environment.
Attention to detail and accuracy in scheduling and record-keeping.
Ability to work independently and as part of a team.
Knowledge of mental health services and terminology is a plus.
Experience in customer service with a focus on helping individuals with sensitive needs.
Preferred Skills:
Experience in a healthcare setting, mental health setting or counseling setting a plus.
Knowledge of HIPAA compliance and patient privacy laws.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Reports to:
Director of Administrative Services
Job Type: Fulltime Pay rate: $20-25 per hour, based on skills and experience.
Numbers & Facts
Location
Nashville, TN
Job Type
Full-time
Salary
$20–$25 Per Hour
Skills
Administrative Skillsunmatched
Calendar Managementunmatched
Communication Skillsunmatched
Customer Relationsunmatched
Customer Support/Serviceunmatched
Dental Insuranceunmatched
Detail Orientedunmatched
HIPAA (Health Insurance Portability and Accountability Act)unmatched
Health Insuranceunmatched
Healthcareunmatched
High School Diplomaunmatched
Insuranceunmatched
Medical Record Systemunmatched
Microsoft Excelunmatched
Microsoft Officeunmatched
Microsoft Outlookunmatched
Microsoft Wordunmatched
Needs Assessmentunmatched
Organizational Skillsunmatched
Patient Admissionsunmatched
Plan Meetingsunmatched
Presentation/Verbal Skillsunmatched
Privacy Regulationsunmatched
Process Developmentunmatched
Psychiatry and Mental Healthunmatched
Record Keepingunmatched
Regulatory Complianceunmatched
Schedule Developmentunmatched
Service Deliveryunmatched
Team Playerunmatched
Telephone Skillsunmatched
Time Managementunmatched
Training/Teachingunmatched
Vision Planunmatched
Writing Skillsunmatched
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