Clinical Care Coordinator

Tri-County Mental Health, DBA Beacon Mental Health; Kansas City (MO); On-site; USD 38,000 - 54,000; Full time

Job summary

Beacon Mental Health seeks a Clinical Care Coordinator to provide administrative and care coordination support to Therapy Services. You will be the primary contact for consumers, referral sources, and clinical staff, handling scheduling, data entry, and document preparation to ensure timely access to behavioral health services.

You will support the Therapy Services Manager and Older Adult program staff, promoting efficient operations and consumer-centered care within Beacon Mental Health.

Qualifications

• High School diploma or equivalent required; two-year degree preferred.
• 1–3 years in admin, clerical, healthcare, or customer service preferred.
• Strong knowledge of MS Office and record-keeping practices.

Responsibilities

• Respond to inquiries and schedule appointments for therapy services.
• Process and route referrals to appropriate clinicians based on need.
• Maintain calendars, manage correspondence, and prepare materials.
• Support data entry and documentation while ensuring confidentiality.
• Serve as a professional contact for consumers, families, and staff.

Skills

Task management

Prioritization

Organizational skills

Written communication

Independent yet team-driven

Situation recognition & escalation

Education

High School Diploma or equivalent

Associate or Bachelor’s degree preferred

Tools

Microsoft Office Suite

Canva

Job description

Clinical Care Coordinator

The ClinicalCare Coordinator provides administrative and care coordination support to Therapy Services. This position serves as a primary point of contact for consumers, referral sources, and clinical staff. The position also performs general administrative duties, responding to inquiries, scheduling appointments, managing correspondence, data entry, preparing documents, and providing administrative support to the Therapy Services Manager, clinical team and Older Adult team. The coordinator promotes efficient operations and timely, consumer-centered access to behavioral health services.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions include, but are not limited to, the following:

• Receives, processes, screens, and assigns therapy referrals to the appropriate clinician based on client needs, availability, and established procedures.
• Maintains Utilization Review process for therapy services.
• Maintains waitlist for therapy referrals.
• Provides administrative support, as requested, under the direction of the Therapy Services Manager.
• Answer and directs incoming telephone calls in a professional and courteous manner; takes accurate messages and provides information or directs callers to the appropriate staff or department.
• Serves as a professional and welcoming point of contact for consumers, families, community partners, and staff.
• Schedules, reschedules, and confirms consumer appointments as directed, ensuring accurate information is entered into the appropriate scheduling or electronic medical record system.
• Assists with coordinating appointments between consumers and clinical staff and follows up regarding missed, canceled, or rescheduled appointments.
• Contacts consumers by telephone, email, or mail regarding appointments, program participation, required information, and follow-up needs.
• Maintains and coordinates department calendars, schedules, meetings, appointments, trainings, and events.
• Works with the Manager to develop and maintain associated spreadsheets for the DBT program and Older Adult program.
• Takes, composes, and distributes minutes for department and committee meetings as assigned.
• Copies, collates, and prepares documents, meeting materials, training materials, and event packets.
• Assists with data collection, data entry, data tracking, and data-cleanup projects as assigned.
• Assists with maintaining accurate and timely documentation and records in accordance with agency policies and applicable confidentiality requirements.
• Assists with collaborative trainings, conferences, and department events as needed, including registration, scheduling, preparation of materials, participant communication, and follow-up evaluations.
• Works collaboratively with Quality Improvement, Medical Records, Billing, and other departments as needed to gather data, ensure adherence to procedures, and support compliance with program outcomes and agency requirements.
• Assists staff with communication and follow-up with consumers, community partners, and other stakeholders as requested.
• Maintains confidentiality of consumer information and follows agency policies and procedures regarding protected health information and sensitive records.
• Demonstrates professional conduct, dependability, and courtesy toward peers, consumers, families, community partners, and the public as a representative of Beacon.
• Performs other duties as assigned by the Clinical Therapy Manager and or Executive administration.

MINIMUM QUALIFICATIONS

Education/Certification

• High School Diploma or equivalent required.
• Associate or Bachelor’s degree preferred.

Experience Required

• 1–3 years of position-related administrative, clerical, healthcare, behavioral health, or customer service experience preferred.

Required Knowledge

• Advanced knowledge of Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, Publisher, and Teams. Experience with Canva preferred.
• Knowledge of general office procedures, scheduling, record keeping, and customer service practices.
• Knowledge of confidentiality requirements and the importance of maintaining privacy when handling consumer information.

Skills/Abilities

• Ability to manage and execute multiple tasks professionally and accurately.
• Ability to prioritize responsibilities and meet various deadlines.
• Strong organizational and time-management skills.
• Excellent oral and written communication.
• Ability to work independently while also functioning effectively as part of a team.
• Ability to recognize when a consumer or caller needs assistance from another staff member and appropriately refer or escal...