Job Description

Care Coordinator I (Clinical Coordination)

Headlight is a physician-owned, mental wellness, telehealth company. Our focus is quality care, and our goal is to provide mental health and wellness care to all who need it. Our mission is Improving lives, one session at a time. As we continue to expand and diversify our service offerings, we are seeking a Clinical Coordinator to facilitate a frictionless experience for both clients and clinicians working with Headlight.

The Clinical Coordinator will facilitate the execution of a Clinician developed care plan. You'll do this by coordinating clinician & client requests, handling client interactions (phone, text, email), managing medication authorizations, working with pharmacies and labs, and executing a variety of asks on behalf of our clinical team. You will also act as the first point of contact for clinician inquiries through task, phone, text, and email delivering timely, precise, and professional support. Additionally, you're responsible for optimizing a Clinician's schedule, keeping them informed of relevant changes, and facilitating administrative communication with clients.

Values

• Deliver Excellent Service: We're determined to deliver world-class care to our clients.
• Make Mental Health More Accessible: Accessing mental health treatment shouldn't be as hard as it is. We remove the barriers and simplify the process because it means our clients get the help they need, when they need it.
• Intentionally Listen: Communicate with empathy. We value deep understandings that create a healthy environment of collaboration, feedback, and support.
• Learn and Grow: Every day is an opportunity to do better. We want to learn and grow. Our curiosity fuels our desire to improve our practice and process. As we learn and grow, we can help more people which is what we're all about.
• Communal Care: We help each other be the best by creating a culture of empathy, respect, growth, and balance.

Roles and Responsibilities

• Clinical Coordination: Facilitate the execution of Clinician-developed care plans for clients receiving outpatient mental health services. Support clinicians by responding to tasks, calls, texts, and emails promptly and professionally, ensuring they have the resources and assistance needed to deliver care effectively.
• Clinical Support: Act as the first point of contact for clinicians, responding in accordance with established ASA/SLA guidelines. Handle clinical administrative needs such as medication authorizations, pharmacy correspondence, and processing of Disability and or FMLA/Accommodation forms. Manage records for diagnostic and laboratory testing to include entering orders and obtaining results for routine labs and genetic testing. Apply best practices for precise documentation of all clinical and client related correspondence and ensure appropriate follow-up is completed.
• Team Collaboration: Work closely with the Client Care, Billing, and Intake Teams to ensure cohesive and efficient care for clients. Help maintain clear and timely communication among all departments involved in client care.
• Resource Coordination: Assist clients in navigating the healthcare system by connecting them to internal and external resources. Tasks may include appointment coordination, working with pharmacies, and resolving insurance or billing concerns.
• Monitoring and Follow-Up: Track client progress to ensure care is being delivered according to plan. Conduct follow-ups after appointments, confirm that follow-up scheduling is complete, and complete all assigned tasks related to client care coordination.
• Client Satisfaction: Serve as a consistent and knowledgeable point of contact for clients, helping address their needs and providing reassurance throughout their care journey.
• Data Entry, Tasking, and Record Keeping: Maintain accurate client records by entering data promptly and documenting all relevant communications, tasks, and appointment updates within the system.
• Compliance with Policies: Uphold all organizational policies and procedures to ensure a high standard of care and compliance with legal and regulatory guidelines, including HIPAA.

Qualifications

• Previous experience in a medical/mental health office
• Working knowledge of Electronic Medical Records systems
• Experience with Excel, Word, and other computer programs.
• Ability to work with a team with little direct supervision.
• Excellent communication skills through phone, email, text, and chat.
• 2+ years of hands-on experience supporting clinicians
• Understanding of CPT/ICD 10 coding
• Ability to be flexible in a fast paced, evolving work environment
• Ability to speak Spanish is preferred

Benefits

• W2 role with competitive hourly rate
• Medical, Dental and Vision on the first of the month after employment (based on FT hours)
• Paid Vacation, Sick, and Holiday time
• Employee Assistance Program (EAP) provides confidential counseling services, resources, and support to help you navigate personal or professional challenges.
• 401(k) plan with company contribution
• Remote work schedule
• Opportunity to work in a cutting-edge healthcare technology environment
• Professional development opportunities and training
• Collaborative and supportive work culture
• Impactful role contributing to the enhancement of patient care and healthcare processes

$22 - $24 an hour

Not meeting all the requirements? Research indicates that women, communities of color, and historically underrepresented individuals are often hesitant to apply for jobs unless they meet every qualification. We are committed to cultivating a diverse, inclusive, and genuine workplace. If you're enthusiastic about this position but your previous experience doesn't precisely match every qualification listed, we enthusiastically encourage you to submit your application. You could be the ideal candidate for this role or others!

Headlight is committed to the principles of diversity, equity, and inclusiveness and seeks to create a working environment reflective of this commitment. We seek to provide a diverse clinician base to support the diversity of our clients. Headlight supports and respects diversity of people, culture, and ideas throughout our organization. Headlight thrives to be a welcoming, diverse and discrimination- and harassment-free workplace.

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