Client Care Coordinator

Mainspring Recovery; Lynchburg (VA); On-site; USD 36,000 - 48,000; Full time

Job summary

Mainspring Recovery is a mission-driven behavioral health organization providing Residential, PHP, and IOP services. The Client Care Coordinator focuses on coordinating appointments, transportation, medication coordination, and insurance follow-up to ensure continuity of care for clients in Lynchburg, VA.

This on-site role requires strong organizational skills and the ability to manage multiple priorities while maintaining HIPAA compliance and coordinating across clinical, operations, and

Qualifications

• High school diploma or equivalent required.
• Demonstrated ability to coordinate schedules, logistics, and communication across multiple departments.
• Working knowledge of general medical and insurance terminology preferred.

Responsibilities

• Coordinate and ensure clients are prepared for and attend all virtual and in-person appointments.
• Transport clients to medical, clinical, and ancillary appointments as assigned.
• Assist with medication coordination, including pharmacy pickups and timely delivery to staff.
• Communicate with insurance providers regarding authorizations, denials, and coverage questions.
• Track and report insurance authorization issues and denials to clinical and leadership teams.
• Serve as a liaison between clients, clinical teams, operations, and administrative departments for clear communication.
• Maintain accurate scheduling, tracking, and coordination records for appointments and client movement.
• Support daily health unit operations to ensure efficient workflow.
• Maintain confidentiality and comply with HIPAA and policies at all times.
• Collaborate with department leaders to anticipate needs, resolve issues, and support continuity of services.

Skills

Strong organizational skills

Time management

Multitasking

Verbal communication

Written communication

Confidentiality

Independent worker

Team collaboration

Education

High school diploma or equivalent

Job description

Mainspring Recovery is a mission-driven behavioral health organization built on the belief that healing happens when the right people are in the room. We provide care across multiple levels, including Residential, Partial Hospitalization (PHP), and Intensive Outpatient (IOP), supporting individuals and families throughout the recovery process.

Every role at Mainspring, clinical and non-clinical alike, contributes to creating safe, structured, and effective environments where people can rebuild their lives. We invest in strong teams, clear systems, and thoughtful leadership, believing meaningful impact comes from doing the work well, supporting one another, and holding ourselves to high standards across the organization.

Job Title:

Reports To:
Executive Assistant

Department:
Administration

Location:
On-site, Lynchburg, VA

Employment Type:
Full-time | Hourly Non-Exempt

Job Summary

TheClient Care Coordinatorplaysa vital role in supporting client care coordination and day-to-day operational flow across Mainspring Recovery. This position serves as a central pointofcommunication between clinical teams, operations,insurance partners,and external providers to ensure clients areproperly scheduled,prepared for, transported to(as applicable), and successfully attend all assigned virtual and in-person appointments.

This is a fast-paced, highly collaborative, on-site role requiring strong organizational skills, attention to detail, and the ability to manage multiple priorities.Client Care Coordinator supports appointment readiness, transportation, medication coordination, insurance follow-up, and cross-department communication to promote continuity of care and smooth daily operations.

Key Responsibilities

• Coordinate and ensure clients are prepared for andattendall assigned virtual and in-person appointments.
• Transport clients to and from medical, clinical, and ancillary appointments as assigned.
• Assistwith medication coordination, including pharmacy pickups andtimelydelivery toappropriate staff.
• Communicate with insurance providersregardingauthorizations, denials, and coverage-related questions.
• Track, document, and communicate insurance authorization issues and denials to clinical,utilizationmanagement, and leadership teams.
• Serve as a liaison between clients, clinical teams, operations, and administrative departments to ensure clear,timelycommunication.
• Maintainaccuratescheduling, tracking, andcoordinationrecords related to appointments and client movement.
• Support day-to-day health unit operations to ensure efficient workflow and minimal disruption to client care.
• Maintain confidentiality and comply with HIPAA, organizational policies, and professional standardsat all times.
• Collaborate with department leaders toanticipateneeds, resolve issues, and support continuity of services.

Minimum Qualifications

Education / Credentials

• High school diploma or equivalent required.

Experience

• Demonstrated ability to coordinate schedules,logistics, and communication across multiple departments.
• Working knowledge of general medical and insurance terminology preferred.

Knowledge / Skills

• Strong organizational, time management, and multitasking skills.
• Clear verbal and written communication skills.
• Ability tomaintainprofessionalism and confidentiality in a healthcare environment.
• Ability to work independently while collaborating effectively within a team.

Working Conditions

• Direct care and client-facingposition.
• On-site position with frequent interaction with clients and staff.
• Regular movement throughout the facility and community for transportation and coordination needs.
• Drivingindependently andwith clients or staff.
• Occasional evenings or weekends may berequiredbased on program needs.

Why This Role Matters

• Directly supports client engagement, continuity of care, and treatment outcomes.
• Plays a key role in keeping daily operations running smoothly across departments.
• Offers exposure to clinical, operational, and administrative functions within a mission-driven organization.
• Provides opportunities for professional growth in healthcare and behavioral health operations.

Pre-Employment Requirements

Mainspring conducts, as required, job-related background checks, drug testing, TB testing, verification of employment history, and/or reference checks prior to employment.

Equal Employment Opportunity Statement

Mainspring is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected status in accordance with applicable federal, state, and local laws.