Client Care Coordinator (Full-time)

We are open to hiring this role at either part\-time or full\-time hours depending on candidate fit and practice needs. If you are interested in the role but your preferred number of weekly hours differs from the label on this posting, we still encourage you to apply. Please note that insurance benefits are available only to full\-time employees working 40 hours per week.

Position Overview: Cincinnati Center for DBT (CCDBT) is seeking a Client Care Coordinator to support the front end of our practice and help provide excellent care from the very first contact.

This role is first and foremost a client care coordination and intake scheduling role. The person in this position will be one of the first points of contact for prospective and current clients and will play an important role in helping people feel welcomed, informed, and supported while keeping our systems, schedules, and communication organized and accurate.

We are looking for someone who is warm, responsive, highly organized, detail\-oriented, a quick learner, and calm under pressure. The right candidate is someone who can communicate professionally and empathically, learn systems quickly, juggle multiple priorities, and follow through reliably. This person should also be comfortable with repetitive coordination work and able to stay engaged and accurate over time.

Schedule: This role requires availability during our core business hours, typically 8:30 AM–5:00 PM or 9:00 AM–5:30 PM, Monday through Friday. Candidates should be available for a consistent, regular schedule within that time window. This role is primarily in person, though occasional remote flexibility may be possible when needed.

About Cincinnati Center for DBT: CCDBT is a small group mental health practice offering individual and group therapy to children, teens, families, and adults. The Cincinnati Center for DBT’s mission is to provide effective, evidence\-based treatment to the community. We help our clients manage and overcome suicidal urges, emotion dysregulation, interpersonal issues, PTSD, depression, anxiety, isolation, and stigma to build a life that they consider worth living.

Our Values: CCDBT lives by values that guide who we are as a team and how we present to our community. We hire staff who bring these values to life.

Radical Genuineness

Team members are radically genuine at all times, including with each other and clients. Team members are free to be themselves and don't strive to act overly professional.

Teamwork

Team members support one another and collaborate frequently. Team members work together to achieve goals and provide excellent client care.

Striving for Excellence

Team members strive to provide excellent care by providing adherent DBT sessions, completing continuing education and training to better serve clients, providing measurement\-based care, being timely and punctual, and generally being at the top of their game.

Core Responsibilities

Client Care Coordination / Intake

• Respond promptly to phone and email inquiries
• Schedule intake appointments with appropriate clinicians
• Answer practice\-related questions for prospective and current clients
• Collect intake paperwork and ensure EHR information is accurate
• Coordinate with clinicians regarding scheduling and openings
• Help track intake metrics and related data

Administrative Support / Operations

• Support day\-to\-day office operations
• Complete clerical, audit, and data entry tasks accurately and promptly
• Manage records requests and related documentation
• Oversee basic building management for both practice locations, including stocking supplies, supporting compliance needs, and coordinating repairs and maintenance
• Support staff onboarding and offboarding processes, including coordinating logistics, documentation, and related administrative tasks
• Restock supplies and help maintain office organization
• Follow practice policies and procedures
• Attend staff meetings and trainings as directed
• Assist with miscellaneous office tasks and errands as needed

Financial

• Charge and collect payments according to practice policy
• Support claims follow\-up and reconciliation tasks
• Run payroll and assist with related payroll administration
• Support financial tracking, audits, and related administrative processes

Marketing and Practice Support

• Assist with marketing materials such as flyers, brochures, and other client\-facing materials
• Support social media content and scheduling
• Assist with basic website updates and related practice content
• Help follow up with referral sources
• Edit and publish clinician\-written blogs

What We’re Looking For

• Alignment with CCDBT’s mission, values, and team culture
• Strong customer service and interpersonal skills
• Warm, professional, and confident communication
• High reliability and punctuality
• Excellent organization and follow\-through
• Strong written communication and attention to detail
• Ability to prioritize multiple tasks and respond calmly to interruptions
• Ability to learn new systems and workflows quickly and apply feedback effectively
• Comfort learning and navigating multiple software systems
• Proficiency with Google Workspace and Microsoft Office
• Ability to work independently after training
• Ability to receive and provide straightforward feedback
• Commitment to confidentiality and sound professional judgment

Preferred Experience

Previous experience in healthcare, mental healthcare, scheduling, intake coordination, administrative support, customer service, or sales is preferred, but not required.

We welcome applicants from a variety of backgrounds who would thrive in a role that combines client\-facing communication, coordination, organization, and follow\-through.

Pay: $41,600\.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Application Question(s):

• Please confirm that you acknowledge that the wage for this position is $20 per hour for a minimum of 20 hours up to 35 hours and that the selected candidate would be working from our Mt. Auburn office during daytime hours.

Work Location: In person