Client Care Advocate

Heartspring; Wichita (KS); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

5 weeks PTO

10 paid holidays

403(b) retirement plan

Employer-paid life insurance

Mission-driven culture

Collaborative team

Job summary

Heartspring is seeking a compassionate Client Care Advocate to coordinate care for children and families, manage referrals, and schedule appointments in a fast-paced outpatient setting in Wichita, KS.

You will maintain HIPAA-compliant records, collaborate with clinical and revenue teams, and support a seamless client journey from intake to service access, ensuring an exceptional patient experience.

Qualifications

• Exceptional customer service and relationship-building with families and providers.

Responsibilities

• Serve as the primary point of contact for children, families, referral sources, and providers throughout the client journey
• Build trusted relationships through proactive communication, education, and ongoing support
• Coordinate client intake, referrals, waitlists, and service access to help families navigate available programs and services
• Schedule appointments, manage schedule changes, reduce cancellations, fill open appointment times, and support provider productivity
• Maintain accurate client records, documentation, and EMR workflows to ensure quality care, compliance, and operational excellence
• Support front desk operations by welcoming clients, coordinating check-in and check-out, and creating a positive clinic experience
• Collaborate closely with clinical, operational, and revenue cycle teams to ensure seamless communication and continuity of care
• Proactively identify and remove barriers that may delay services or negatively impact the client experience
• Maintain confidentiality while ensuring compliance with HIPAA, FERPA, and organizational policies
• Contribute to service growth, client retention, and continuous improvement initiatives that enhance access to care

Skills

Customer service

Relationship-building

Organization

Appointment coordination

Problem-solving

Verbal & written communication

EMR/EHR

MS Office

Education

High school diploma

Associate degree in Healthcare Administration or related

Tools

EMR/EHR systems

Job description

Description

Heartspring is seeking a compassionate and organized Client Care Advocate to serve as a trusted partner for children, families, referral sources, and providers throughout the client journey. This role combines patient care coordination, client services, referral coordination, appointment scheduling, intake, medical records management, and healthcare customer service to create an exceptional experience for every family we serve. If you enjoy helping people, solving problems, coordinating care, and building meaningful relationships, we’d love to meet you.

Whether you’re supporting a family’s first call, coordinating appointments, managing referrals, or helping remove barriers to care, you’ll play a vital role in ensuring every client receives timely, compassionate, and seamless support.

• Location: Wichita, KS
• Department: Outpatient Services
• Schedule: Monday-Friday 8a-6p, onsite
• Requirements: 1-3 years of healthcare administration experience required. Experience in a medical office, specialty practice, outpatient clinic, or hospital managing patient scheduling, provider calendars, referrals, patient communication, medical records, and care coordination in a fast-paced healthcare environment.

What You’ll Do

• Serve as the primary point of contact for children, families, referral sources, and providers throughout the client journey
• Build trusted relationships through proactive communication, education, and ongoing support
• Coordinate client intake, referrals, waitlists, and service access to help families navigate available programs and services
• Schedule appointments, manage schedule changes, reduce cancellations, fill open appointment times, and support provider productivity
• Maintain accurate client records, documentation, and EMR workflows to ensure quality care, compliance, and operational excellence
• Support front desk operations by welcoming clients, coordinating check-in and check-out, and creating a positive clinic experience
• Collaborate closely with clinical, operational, and revenue cycle teams to ensure seamless communication and continuity of care
• Proactively identify and remove barriers that may delay services or negatively impact the client experience
• Maintain confidentiality while ensuring compliance with HIPAA, FERPA, and organizational policies
• Contribute to service growth, client retention, and continuous improvement initiatives that enhance access to care

What We’re Looking For

• Exceptional customer service skills with a genuine passion for helping children and families
• The ability to build trusting relationships with clients, referral partners, providers, and internal teams
• Strong organizational skills with the ability to manage multiple priorities while maintaining exceptional attention to detail
• Experience coordinating appointments, referrals, scheduling, or client services in a healthcare or service-focused environment
• A proactive, solution-oriented mindset with the ability to identify barriers and keep clients moving through the care journey
• Excellent verbal and written communication skills, both in person and over the phone
• Experience using electronic medical record (EMR/EHR) systems and Microsoft Office applications
• Strong problem-solving and analytical skills
• The ability to work independently while collaborating effectively across multiple departments
• A commitment to protecting confidential information and delivering an exceptional client experience

Education & Experience

Client Care Advocate I

• High school diploma required
• Associate degree in Healthcare Administration, Business, or related field preferred
• One year of experience in customer service, healthcare administration, scheduling, client services, records management, or a related field preferred

Client Care Advocate II

• 3 years of progressively responsible experience in healthcare administration, client services, intake coordination, scheduling, referral management, or related healthcare operations
• Experience independently managing complex scheduling, referrals, waitlists, and client concerns
• Advanced proficiency with EMR/EHR systems, workflow management, and administrative processes
• Proven ability to identify barriers to care, resolve problems, and strengthen client engagement and retention

Client Care Advocate Lead

• 5 years of progressively responsible experience in healthcare administration, client services, scheduling, referral management, records management, or related operations
• Demonstrated expertise in client access, scheduling, referrals, and clinic workflows
• Experience training, coaching, or mentoring team members
• Ability to coordinate daily workflow, support team coverage, monitor quality standards, and serve as a resource for escalated client concerns
• Demonstrated success supporting departmental goals related to access to care, client satisfaction, operational efficiency, and service utilization

Benefits

• Medical, dental, and vision insurance
• 5 weeks of Paid Time Off (PTO)
• 10 Paid holidays
• 403(b) Retirement plan with employer contribution
• Employer-paid life insurance
• Mission-driven culture with opportunities to make a lasting impact
• Collaborative team focused on improving the lives of children and families

Join Our Team

If you’re passionate about helping families navigate care, building meaningful relationships, and creating an exceptional client experience from the very first interaction, we’d love to hear from you.