Bittersweet Encounters
Client Services Coordinator
Rancho Cucamonga, California•Full-time
$21 - $23 hourly
$21 - $23 hourly
About the Job
Client Services Coordinator
Full-Time | On-Site | Rancho Cucamonga, CA
About Bittersweet Encounters
Bittersweet Encounters (BSE) is a women-led, minority-owned behavioral health and care coordination organization serving individuals and families throughout the Inland Empire and across California through telehealth services. Founded by a Licensed Marriage and Family Therapist, BSE provides compassionate, culturally responsive mental health, behavioral health, and care coordination services that support whole-person wellness.
Our services include psychotherapy, Enhanced Care Management (ECM), Community Health Worker support, supervised visitation, parenting education, and other family and community-based programs.
Position Overview
Bittersweet Encounters is seeking a dependable, organized, and detail-oriented Client Services Coordinator to support the daily administrative operations of our growing organization. This position focuses on coordinating client referrals, facilitating intake and scheduling, maintaining program tracking systems, monitoring documentation and reporting requirements, and supporting effective communication between clients, staff, referral agencies, and community partners.
The ideal candidate is proactive, resourceful, technologically proficient, and capable of independently managing multiple priorities while demonstrating professionalism, accuracy, and consistent follow-through.
Key Responsibilities:
- Receive, review, process, and track client referrals from healthcare organizations, county agencies, and community partners.
- Coordinate client outreach, intake appointments, enrollment, scheduling, and follow-up activities.
- Verify referral information, service authorizations, and required administrative documentation.
- Maintain accurate client and program tracking systems using Google Workspace, SimplePractice, and other designated platforms.
- Monitor client enrollment, attendance, service assignments, program completion, and reporting deadlines.
- Coordinate with clinicians, care managers, facilitators, and administrative staff to support timely service delivery.
- Monitor outstanding documentation, missed appointments, and service-related follow-up requirements.
- Assist with preparing administrative reports, service summaries, and documentation required by contracted programs.
- Support billing reconciliation, invoice preparation, and verification of service records.
- Communicate professionally with clients, social workers, referral sources, healthcare partners, and internal team members.
- Maintain confidential records in accordance with HIPAA, organizational policies, and applicable program requirements.
- Participate in staff meetings, trainings, quality assurance activities, and administrative process improvements.
Qualifications:
- High school diploma or equivalent required; college coursework or an associate degree in business administration, healthcare administration, human services, or a related field preferred.
- Previous experience in administrative support, client services, healthcare, behavioral health, or social services preferred.
- Proficiency with Google Workspace, particularly Google Sheets, Gmail, and Google Drive.
- Experience with electronic health records, including SimplePractice or similar systems, preferred.
- Strong organizational, time management, documentation, and communication skills.
- Ability to independently manage multiple responsibilities, prioritize deadlines, and maintain accurate records.
- Strong attention to detail, problem-solving skills, and ability to follow established procedures.
- Experience with referral coordination, scheduling, service authorizations, or program compliance is a plus.
- Bilingual English/Spanish preferred, but not required.
What We're Looking For
We are seeking an individual who is dependable, professional, organized, and committed to supporting quality services for individuals and families. Successful candidates take initiative, demonstrate accountability, communicate effectively, and consistently follow through on assigned responsibilities.
The ideal candidate is comfortable working in a fast-paced, collaborative environment, can adapt to changing program needs, and understands the importance of confidentiality, accuracy, and timely service coordination.
What We Offer:
- Supportive, mission-driven work environment.
- Opportunities for professional development and training.
- Paid sick leave.
- Paid holidays.
- SIMPLE IRA retirement plan with company contribution, subject to eligibility.
- Opportunities for professional growth within an expanding organization.
Additional Requirements
Employment may require completion of background screening, HIPAA/privacy training, mandated reporter training when applicable, and other trainings or requirements established by BSE, county contracts, healthcare partners, or assigned programs.
Why Join Bittersweet Encounters?
At Bittersweet Encounters, we foster a warm, connected, and supportive work environment rooted in compassion, collaboration, and mutual respect. We value teamwork, accountability, and professional growth while working together to make a meaningful difference in the lives of individuals and families.
Transformation Into Wholeness