Client Services Coordinator

• Location 405 East Excelsior Avenue,Vinita, OK, 74301,United States
• Base Pay $48,000.00 - $58,000.00 / Year
• Job Category Outpatient, Coordinator
• Employee Type FT Exempt

Under the direction of the Executive Director, the Client Services Coordinator is responsible for coordinating front-end client service operations within clinic. This position provides centralized oversight of screening, intake, scheduling, update and annual front office workflow, and client communication to ensure efficient service delivery, accurate documentation, and a positive client experience. The Client Services Coordinator serves as the primary point of contact for clients and families and works collaboratively with clinical, medical, administrative, and operational staff to support consistent client flow, compliance, and service efficiency.

This role also supports staffing-to-demand strategies, including evaluating and utilizing all business services staff to meet operational needs.

• High school diploma or equivalent required; post-secondary education in healthcare administration, business, or related field preferred.
• Demonstrated experience in client access, front office coordination, scheduling, intake, or administrative operations within a healthcare or behavioral health setting.
• Experience working with electronic health records, Microsoft, scheduling systems, and documentation management.
• Experience coordinating high-volume workflows and managing competing priorities in a fast-paced environment.
• Prior experience supporting staffing models, workflow optimization, or operational planning is preferred.
• Strong communication, organizational, and problem-solving skills required.
• A strong passion for excellent customer service and team collaboration.

The Client Services Coordinator must demonstrate:

• Knowledge of screening, intake, scheduling, update, annual, and front-end client service processes; ability to coordinate client flow and ensure timely access to services.

• Strong interpersonal skills with the ability to serve as a primary point of contact for clients and families while maintaining professionalism, confidentiality, and service excellence.

• Ability to identify workflow inefficiencies, support staffing-to-demand models, and assist in evaluating the use of all business services staff to meet clinic needs.

• Knowledge of documentation and insurance verification processes; ability to ensure accuracy, completeness, and timeliness of screening, intake, update, and discharge requirements.

• Ability to work collaboratively with clinical leaders, medical staff, administrative staff, and operational teams to support effective service delivery and communication.

• Proficiency with electronic health records, scheduling platforms, phone systems, Microsoft, and other office technology required to support client services.

• Ability to identify issues, elevate appropriately, and resolve problems in a timely and professional manner while maintaining accountability for front-end operations.

Responsible and immediately supervised by their county Executive Director.

The Client Services Coordinator is responsible and held accountable for the following duties:

• Coordinates all front-end client service functions, including intake, scheduling, phone triage, and client communication.
• Ensure consistent oversight and accountability for front office workflows.
• Monitors daily clinic flow and adjusts scheduling or processes to support timely and efficient service delivery
• Manage county level screening rotation and associated documentation for county and ensuring coordination between county team and screening department
• Manage collection, submission, and documentation of copays, deductibles, and petty cash.
• Ensure all client financial processes are implemented and followed efficiently and in a timely manner.
• Coordinate with pharmacy for accurate medication retrieval and distribution.
• Direct supervision of Customer Support Specialist, Team Support Specialist, Engagement Specialist, Facilities Support Specialist, and Lobby RSS duties.

• Coordinates admission and ongoing service processes to ensure accurate, timely completion of required documentation and eligibility verification.
• Manages scheduling workflows, addressing cancellations, reschedules, and client access needs.
• Serves as a central point of contact for clients and families regarding appointments and service navigation.

• Serves as a liaison between clients, clinical staff, and administrative leadership to reduce communication gaps.
• Provides timely and accurate information to clinical teams regarding scheduling, intake status, and client needs.
• Escalates…