• Client Care Coordinator

    Job Locations US-WI-Green Bay
    Hire Type
    Regular Full-Time
    # of Openings
    Job ID
  • Overview

    Job Summary

    The Client Care Coordinator (CCC) is responsible for scheduling therapy appointments and Behavior Technician training schedules.


    Primary responsiblities:

    • Creates work schedules for Behavior Technicians through appointment scheduling for therapy and training time.
    • Schedules client therapy staffed by Behavior Technicians.
    • Processes staff and client cancellations and rescheduled appointments/work shifts.



    Essential Functions:

    1. Enters client availability and therapy appointments in scheduling software.
    2. Uses availability provided by Behavior Technicians and families to identify and schedule therapy appointments.
    3. Takes cancellations from families and Behavior Technicians and updates client and Behavior Technician schedules.
    4. Contacts Seniors and Behavior Technicians per clinic protocols to find coverage for cancellations and reschedule missed appointments/shifts.
    5. Tracks cancellations (by family or by staff) and monitors to ensure hours are rescheduled.
    6. Processes client and Behavior Technician schedule change requests and collaborates with clinical leaders to solve issues that arise.
    7. Maintains communication tools and methods to communicate with clinical leaders regarding staffing and scheduling issues, including client open hours, client and Behavior Technician schedule change requests and excessive client and Behavior Technician cancellations.
    8. Alerts manager to relevant issues that may be preventing CAH from meeting client staffing commitments. Actively participates in problem resolution discussions.
    9. Processes separation documentation when Behavior Technicians terminate employment.
    10. Provides suggestions for process improvements, policy changes, etc. to enhance our staffing and scheduling efficiency and ability to meet client expectations.
    11. Documents all procedures within the scope of this position.
    12. Maintains positive, professional relationships with clients and employees.
    13. Consistent and regular attendance is a requirement of the position.


    Non-Essential Functions/Other Duties: Other duties as assigned.


    Travel Required: Seldom.


    Physical Demands: This is largely a sedentary role, with frequent sitting and computer keyboarding required. Employee will be required to sit, talk, hear, type and write. Occasional bending, squatting, stooping, and lifting (up to 35 pounds) is required.



    • High school diploma or equivalent required. Prefer some college coursework, ideally in a business or human services discipline.
    • At least two years of previous office or clinical experience.
    • Prefer at least one year of previous scheduling and/or staffing related experience.



    Skills and Competencies:

    • Supports CAH mission and values in all aspects of role and responsibilities.
    • Strong keyboarding and computer skills to include MS Office (Outlook, Word, Excel). Previous experience utilizing automated scheduling software is highly desired.
    • Excellent attention to detail with strong organizational and time management skills.
    • Able to plan and prioritize workload to meet goals, deadlines, and commitments. Good follow-through and dependability. Displays initiative and possesses a sense of urgency. Able to work independently with a minimum amount of direction and/or supervision.
    • Strong analytical and problem solving skills. Ability to identify and implement process improvements to enhance efficiencies and continually improve upon service delivery.
    • Excellent verbal and written communication skills. Effective listening skills.
    • Strong customer service focus, with the ability and desire to meet internal and external client needs. Helpful and pleasant in all interactions and willing to contribute in a team environment.
    • Excellent interpersonal skills, with the ability to build and maintain professional relationships. Effectively serves as a liaison between clinical and office staff.
    • Ability to remain flexible, resilient, and calm in a constantly changing, fast paced work environment.
    • Displays professionalism and represents organization in a professional manner.
    • Demonstrates initiative, Ability to abide by ethical guidelines and policies, including strict adherence to confidentiality and HIPAA guidelines.




    • Must be 18 years old or older.
    • Must be able to pass a Wisconsin Caregiver’s Background Check.


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