Front Desk Client Care Coordinator

Stars Therapy Services is looking for a Client Care Coordinator to join our Team! Stars Therapy Services provides developmental assessments and direct therapy services to children ages 0-3 years old. As a Client Care Coordinator, you will be the first person a family meets on their journey through our program. Direct communication with families at our office in San Jose, over the phone, and coordinating with our therapists are included in daily tasks. Strong communication skills, sensitivity to family's needs, and strong organization skills are a must. Please see below for more a more specific description of the position's needs. We are looking for part time or full time:
ESSENTIAL FUNCTIONS

• Coordinates employees’ schedule to maintain proper productivity and confirms all employee assignments.
• Front office duties include: answering the phone, greeting families that come to the office for visits or assessments, filling out documentation with families, organizing assessment spaces.
• Coordinates caseloads with clinicians to determine proper assignment of clients based on skill-level required, availability, etc.
• Coordinates clients’ schedules to maintain authorized hours and confirms ongoing schedule.
• Identifies and contacts new clients within 24 hours and is able to explain program details.
• Schedules make-ups sessions/assessments when cancellations occur to ensure maximization of client hours
• Confirms scheduled appointments with clients when employees are scheduled for visits.
• Performs audits as needed of client schedules, updating make-up or sub sessions, ensuring notification of changes to schedule.
• Updates and maintains electronic calendars using the company practice management system for all clients and staff.
• High level attention to detail when filling out needed documentation.
• Familiar with medical terminology and diagnosis.
• Completes all assigned tasks by the deadline provided.
• Provides professional customer service and support via phone lines and emails.
• Maintains confidentiality and protects operations by following HIPAA guidelines.
• Support other departments within the organization as needed.
• Provides quality customer service to both client families as well as field staff, including quality assurance phone calls and email communication and follow up with field staff on schedule audits, caseload needs etc.

KNOWLEDGE/SKILLS/ABILITIES:

• Demonstrated ability to work independently and as a team
• Ability to accept constructive feedback and develop knowledge and skill sets accordingly.
• Knowledge of general office machines and telephone systems.
• Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint)
• Ability to develop and maintain professional relationships with clients, co-workers and supervisors.
• Effective time management skills and the ability to manage multiple tasks at one time.
• Professional Phone Etiquette, excellent customer service skills and excellent written and verbal communication skills.
• Commitment to maintain confidentiality and adhere to HIPPA laws.
• Work flexible hours to meet program requirements

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent. AA or BA in Child Development, Communications, Public Policy, Health & Human Development a plus
• Bilingual in Spanish
• Must be willing to travel between different job sites.
• Must be able to assume and maintain a variety of postures (sitting, standing) for extended periods of time.
• Must have manual dexterity to perform specific computer functions.
• Must have visual acuity to read and comprehend written communication through computer, electronic devices, and paper means.

Pay/Benefits:

• $19-$22/hr
• Health/Vision/Dental Vision insurance offered after initial training period
• 401k