Client Care Coordinator

Wheeler Clinic; Middletown (CT); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Health insurance

Dental & Vision

Life Insurance

403(b) Plan

Education Reimbursement

Training & Development

Paid time off

Vacation days

Sick days

Personal days

Floating holidays

Company holidays

EAP

Job summary

Wheeler Clinic seeks a Client Care Coordinator to support client engagement and act as a liaison between the agency and the DOC or CSSD referral sources. You will complete correspondence, reporting, and data entry, and assist uninsured clients with Medicaid applications and eligibility processes.

The role spans two offices (Meriden and Middletown), is full-time, 9am–5pm with one 12–8 shift per week, and pays $22 per hour. Benefits include health, dental, vision, and retirement plans.

Qualifications

• Requires high school diploma and 2 years of progressively responsible work experience.
• Bachelor's degree preferred.
• Demonstrates attention to detail and professional communication.

Responsibilities

• Serves as liaison between the program and the DOC or CSSD referral source, point of contact for the referral source and provides information as requested.
• Coordinates with clinical/program staff, referral sources and clients to support enhanced engagement and retention of clients.
• Provides outreach and support to difficult-to-engage clients by facilitating orientation sessions and maintaining ongoing communication with clients and their referral sources.
• Greets clients professionally and explains program guidelines and provides assistance to support client accountability.
• If program specified, greets uninsured clients and explains CSSD funds for services and Medicaid application process.
• Maintains accountability to ensure administrative functions and daily procedures are prioritized.
• Performs complex and routine administrative duties including copying, mailing, filing, faxing, and follow-up on results.
• If program specified, provides timely data entry to maintain CDCS and tracks Medicaid application process via CSSD reporting.
• Communicates with clients, staff and referral sources to assess needs and triage calls.
• Provides timely reporting (court, monthly reports, status updates, tox results) and ensures all documents with DOC or CSSD meet requirements.
• Obtains and verifies releases to maintain timely communication with referral sources.
• Attends team meetings and participates in client-centered discussions.
• Coordinates with Program Manager to fulfill state and funder requirements.
• Fosters positive relationships with referral sources and attends meetings as requested.
• Keeps knowledge of history and culture of groups served and uses appropriate approaches.

Skills

Attention to detail

Professional communication

Data entry

Education

High School diploma

Bachelor's degree preferred

Tools

CDCS system

Job description

Posted Wednesday, August 26, 2026 at 4:00 AM

Wheeler's vision is that all people will have the opportunity to grow, change and live healthier, productive lives. Our mission is to provide equitable access to innovative care that improves health, recovery and growth at all stages of life.

POSITION SUMMARY

The Client Care Coordinator supports client engagement and serves as a liaison between the agency and the Department of Correction (DOC) or CSSD referral source ensuring accurate and timely communication. This position provides timely and accurate completion of all DOC or CSSD-related correspondence, reporting and data entry as required by program, and may maintain data in CDCS as required. The Client Care Coordinator also assists uninsured clients in applying for Medicaid and assists in the eligibility process as required by program.

RATE

$22

EDUCATION AND EXPERIENCE/QUALIFICATIONS

High School diploma with 2 year of progressively responsibly work experience is required. Bachelors degree preferred.

Demonstrates attention to detail, accurate, thorough and persistent follow through with all activities and able to respond professionally at all times through written and verbal communication.

LOCATION

This position splits their time between the Meriden office (130 Research Parkway) and Middletown office (1 Vance Drive).

SCHEDULE

Full time

9am-5pm, four days a week, and one 12-8pm shift.

EMPLOYEE BENEFITS

At Wheeler, we're committed to not only supporting your career growth but also ensuring your well-being and security. Here's how we invest in you:

Nurture Your Health:

• Comprehensive medical and prescription insurance through Centivo
• Comprehensive dental and vision insurance through Cigna
• Access to wellness programs to support your physical and mental health

Secure Your Future:

• Enjoy peace of mind with company-paid life and AD&D insurance
• 403(b) Plan, with contributions from the company
• Pursue your educational goals with our Education Reimbursement Program
• Access training and development opportunities

Maintain Work-Life Harmony:

• Recharge with generous paid time off, including:
• 15 vacation days per year to explore and recharge
• 8 sick days per year for your well-being
• 2 personal days per year for your personal needs
• 2 floating holidays per year to celebrate what matters to you
• 9 paid company holidays to spend with loved ones
• Access free and confidential counseling through our Employee Assistance Program (EAP)

ESSENTIAL DUTIES AND RESPONSIBILITIES

Serves as liaison between the program and the DOC or CSSD referral source, point of contact for the referral source and provides information as requested.

Coordinates with clinical/program staff, referral sources and clients to support enhanced engagement and retention of clients.

Provides outreach and support to the difficult-to-engage clients by facilitating an orientation session if required by program and has ongoing communication with clients and their referral sources.

Greets clients in a professional manner, providing clear explanation of program guidelines, and provides other assistance, as needed, to support client accountability.

If program specified, greets uninsured clients in a professional manner, providing clear explanation of CSSD funds for services per contract and Medicaid application process, and provides other assistance as needed.

Maintains accountability to ensure administrative functions and daily procedures are prioritized.

Performs complex and routine administrative duties including but not limited to copying, mailing, filing, faxing and processes and follows up on various results as needed.

If program specified, provides timely and accurate complex data entry to maintain CDCS system, adhering to contract guidelines.

If program specified, tracks Medicaid application process via CSSD Reporting system as required by program.

If program specified, manages data timeliness and accuracy on an ongoing basis.

Communicates in a positive and effective manner with clients, staff and referral sources, assessing the needs of each and triaging calls if necessary.

Provides timely and accurate reporting (e.g., court reports, monthly reports, status updates and tox results, as applicable) and ensures all written correspondence with DOC or CSSD meet timeliness standards, contain accurate information and meet other contract requirements.

Obtains and verifies releases to maintain timely communication with referral sources.

Attends team meetings and participates in client centered, strengths based presentations/discussions.

Coordinates with Program Manager in facilitating all state and funder requirements.

Fosters positive, professional relationships with referral sources. Attends meetings with referral sources as requested.

Continues to develop knowledge and understanding about the history, traditions, values, family systems, and artistic expression of groups served as well as uses appropriate methodological approaches, skills, and techniques that reflect an understanding of culture.

Regulatory and Corporate Compliance Responsibilities

Understands and adheres to Wheeler Clinic’s compliance standards as they appear in the clinic’s Corporate Compliance Plan, Code of Conduct, and Conflict of Interest Policy.

Completes all training in a timely manner as required by state and federal regulations (e.g., Compliance, Fire Safety, HIPAA HITECH, Infection Control, Sexual Harassment, etc) and specific to the department and position.

Performs other related duties as assigned.

Wheeler Clinic is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or other characteristics protected by law.