Client Care Coordinator (Must have Office Experience)

Divine Counseling, LLC is accredited by the Commission on Accreditation of Rehabilitation Facilities (CARF). We are a community-based holistic group practice and behavioral health wellness program that provides counseling/psychotherapy, psychiatry, EMDR, Psychiatric Rehabilitation Program services (PRP), Substance Use Treatment, Respite, and a variety of wellness services (anger management certification, reiki, life coaching, and parenting certifications) to individuals and families in Maryland. We specialize in children adolescents and families. Helps us help others "Reach Their Highest Self"

Divine Counseling, LLC is seeking a qualified full-time Client Care Coordinator to provide day to day operations for our clinical staff to provide quality mental health therapy to children, adolescents, and/or adults. In our offices located in Baltimore city and county. The qualified candidate must be comfortable working in an office setting for the following shifts: 11:00 am to 7:00 pm, 9:00-5:00 pm, and Noon to 8:00 pm.

Direct Responsibilities:

• Answer incoming calls, route appropriately, take messages, and offer timely assistance to clients.
• Greet clients and ensure a clean, welcoming front office environment.
• Coordinate intake process, including scheduling, collecting insurance and demographic information.
• Monitor and respond to client messages and appointment requests via email, phone, and patient portals.
• Manage clinicians' calendars, appointment confirmations, cancellations, and rescheduling.
• Verify insurance benefits, track authorizations, and assist with billing follow-ups (as needed).
• Create and maintain client records (electronic and paper).
• Ensure HIPAA and 42 CFR Part 2 compliance in all recordkeeping and communications.
• Prepare and submit personnel forms; maintain staff licensure and credential records.
• Transcribe meeting minutes and support administrative communications.
• Collect and route incoming mail and deliveries; process outgoing correspondence.
• Support event coordination for internal wellness workshops, community tabling events, and outreach programs.
• Provide quality assurance support by tracking client outcomes, no-shows, and compiling service data for reports.
• Represent the organization in community outreach and partner meetings as needed.

Qualifications

• Associate's Degree or higher in Human Services, Psychology, Health Administration, or a related field (Bachelor’s preferred).
• 2+ years of administrative or front desk experience in a medical, behavioral health, or human services setting.
• Experience with behavioral health services (e.g., PRP, outpatient therapy, psychiatry, or substance use treatment) is strongly preferred.
• Familiarity with electronic health records (EHRs) and scheduling systems.
• Knowledge of HIPAA and client confidentiality practices in a healthcare or counseling environment.
• Strong interpersonal and communication skills, with the ability to interact professionally with clients, staff, and community partners.
• Excellent time management and organizational skills; ability to multitask and work in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general computer skills.
• Comfort with learning new systems and technology (telehealth platforms, billing systems, etc.).
• Problem-solving mindset and ability to remain calm and solution-focused under pressure.
• Ability to work independently and as part of a multidisciplinary team.
• Valid Driver’s License and reliable transportation (required for occasional off-site events or errands).

In Direct Responsibilities:

• Ensure compliance with Maryland Department of Health (MDH), COMAR, and CARF standards.
• Assist in maintaining agency accreditation by coordinating surveys, audits, and documentation reviews.
• Stay informed of all local, state, and federal regulations impacting service delivery and reporting.
• Support development of internal policies to ensure operational efficiency and compliance.
• Maintain safe office conditions according to health and building codes.
• Help motivate and engage administrative staff to uphold a high standard of care and service.
• Participate in staff development trainings, team meetings, and quality improvement initiatives.
• Submit service authorizations and billing as needed.
• Support development of internal workflows and client tracking systems as the agency grows.

Job Type: Full-time

Schedule:

• Monday to Friday, flexible, weekends
• Shifts: 9-5pm, 11am-7pm, noon-8pm
• 1-2 Nights Per Week working until 8:00 pm

License/Certification:

• Driver's License (Required)

Location(s):

• Owings Mill, MD 21117
• Baltimore, MD 21201

Benefits

• Work Remotely: 1 day a week after 90-days of employment. Work from home day will be assigned by Front End Manager.

Job Type: Full-time

Pay: $21.00 - $24.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person