Client Access and Referral Coordinator

Pathways; Anaheim (CA); On-site; USD 40,000 - 52,000; Full time

Job summary

Pathways is seeking a Client Access and Referral Coordinator to support client and community engagement. This role handles front-desk duties, greets clients, manages appointments, records referrals, and ensures HIPAA compliance in a warm, professional environment.

The position emphasizes strong interpersonal skills, data accuracy, and ability to multitask while coordinating with program staff and community partners.

Qualifications

• High School diploma or GED is required.
• Proof of valid California driver’s license and auto insurance required.
• Previous behavioral health experience preferred.

Responsibilities

• Greet and check-in clients with a welcoming disposition.
• Answer and direct phone calls; route non-urgent matters accordingly.
• Record referrals and input data into the electronic health record.
• Interface with community partners to ensure client needs are met.
• Manage reception area and ensure clients are checked in for appointments.
• Maintain confidentiality and HIPAA compliance.

Skills

Interpersonal skills

Organizational skills

Communication

Data entry

Clerical skills

PC skills

Customer service

Education

High School Diploma or GED

CA driver's license required

Prior behavioral health experience preferred

Job description

Client Access and Referral Coordinator

Job Description

Approved Date: 9/9/2026

FLSA Status: Non-Exempt

Revised Date:

Salary Grade: 14

Location: Program

Typically Reports to: Office Manager and/or Program Director

Summary

Under direct supervision of the Office Manager and/or Program Director the Officer of the Day will provide a broad range of client and community support through a welcoming client-service lens. The Officer of the Day should possess excellent interpersonal skills and the ability to multi-task while managing clients and engagement with the community, staff and stakeholders. Responsibilities range from general front office duties such as answering and directing phone calls, greeting clients, managing appointments, recording referrals and data entry. This position is essential in delivering quality client care and creating a welcoming program environment.

Under direct supervision of the Office Manager and/or Program Director the Officer of the Day will provide a broad range of client and community support through a welcoming client-service lens. The Officer of the Day should possess excellent interpersonal skills and the ability to multi-task while managing clients and engagement with the community, staff and stakeholders. Responsibilities range from general front office duties such as answering and directing phone calls, greeting clients, managing appointments, recording referrals and data entry. This position is essential in delivering quality client care and creating a welcoming program environment.

Essential Duties / Responsibilities

Officer of the Day- Customer Service

• Practices Clarvida core values through all interactions with clients to build a collaborative and inclusive environment driven around compassion and integrity.
• Greet and check-in clients with a welcoming and friendly disposition.
• Respond to calls from participants, families, providers, hospitals, law enforcement, probation or parole, housing partners, pharmacies, and other involved systems; route nonurgent matters to the appropriate ACT team member.
• Gather and input referral information into the EHR.
• Interface with walk-in clients, community partners and stakeholders to ensure the program meets the client’s needs.
• Manage the reception area to ensure that clients are checked in for their appointments or group activities.
• As part of our Good Neighbor Policy, Officer of the Day will walk the perimeter of the building to ensure it is free of clients loitering and ensuring we engage clients in program activities.
• Record client attendance in the program to track program participation for payor outcomes.
• Develop and maintain program group calendars, and on-call calendars.
• Maintains and protects confidentiality and security of all organizational and client information by following company policies and HIPAA regulations.
• Other duties as assigned or necessary to support the program and/or company.

Recovery Requirements

• Provide culturally respectful and relevant care.
• Identify and build upon the strengths of clients, coworkers, and the communities we serve.
• Support clients’ steps towards recovery and wellness.
• Create an organizational culture that respects and celebrates the diversity of our clients.
• Value learning as an ongoing process that enables us to better service our clients and establishes our leadership in the industry.
• Research and utilize our industry’s best practices and analyze our own services to ensure the best possible

outcomes.

Level of Supervision

• None.

Received

• Office Manager and/or Program Director

Education / Licensing Requirements

• High School Diploma or GED
• Proof of valid California driver’s license, auto insurance, and education are required.
• Prior behavioral health experience preferred.

Knowledge, Skills And Experience

• Knowledge to encourage consumers to explore and regain strengths, skills, and/or talents that may be inherent in individual consumers and to become more social, through community events and outings, as well as within the program’s internal activities program.
• Skills to provide essential expertise and consultation to the entire team to promote a culture in which each consumer’s view and preferences are recognized, understood, respected, and integrated into treatment.
• Strong skills in organization, communication, and interpersonal interaction are necessary.
• Requires intermediate PC skills.
• Ability to effectively prioritize and manage time.
• Ability to perform clerical skills and proper phone etiquette.
• Previous office experience required, with excellent computer knowledge, data entry skills and strong organizational skills.
• Excellent interpersonal and customer service skills required.
• Ability to effectively prioritize and manage time.

Physical Requirements

• Office environment (not remote position). Requires extensive sitting with periodic standing and walking.
• May be required to lift and/or move up to 20 pounds.
• Requires significant use of computer, tablet, phone and/or general office equipment.
• Needs adequate visual acuity, ability to grasp and handle objects.
• Needs ability to communicate effectively through reading, writing, and speaking in person or on telephone.
• Will use personal car or vehicle as required for travel to meetings, training, etc. as needed.

Acknowledgement Statement

By signing below, I acknowledge that I have received a copy of my job description and confirm that I understand and meet all requirements and expectations outlined in the description for the position. I understand the Company reserves the right to amend, interpret, modify or change any portion of this job description at any time with or without notice.

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NOTE: This description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the duties and responsibilities at any time.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.