Client Concierge - Bilingual

About Us: 

Counseling 4 Kids is a resilient community mental health agency driven by our steadfast commitment to quality care and unparalleled dedication to client engagement. At the core of our mission is a profound belief that every child deserves compassionate support and effective treatment. We prioritize our clients above all else, ensuring their needs are met with empathy and expertise.

Why Counseling4Kids? 

Our agency is not just a place of work; it's a dynamic environment where innovation, teamwork, and resilience flourish and where resilience is valued. We embrace creativity and collaboration, fostering a culture of welcoming and nurturing new ideas. Our commitment to staff well-being is paramount, providing a supportive and inclusive atmosphere where every team member can thrive and grow professionally.

As we continue to evolve and expand our services, we invite visionary leaders in mental health to apply. This pivotal role offers the chance to shape our agency's future, work with a dedicated team of professionals, and profoundly impact the lives of children and families in our community. If you are passionate about transforming lives, driving innovation, and upholding the highest standards of care, Counseling4Kids is the place for you.

About the Role: This is for a contracted employee role, with an expected duration of six (months). At the end of the contracted period of employment, job performance, attendance, attitude and overall interest in the job will be assessed in a performance evaluation to determine if an offer of full-time at will employment will be made, if the contract period will be extended, or if the contract will be ended without further offer of employment. 

JOB SUMMARY: The client concierge is responsible for delivering exceptional customer service assistance, engaging new clients during the intake process to increase client participation in treatment, and providing access to additional resources to clients and their families through professional assessment, service planning, and advocacy. The client concierge will address attendance barriers, will support the agency with engagement duties, and will provide support to other departments as needed.  The client concierge will provide a high level of customer support that is professional, personal, and sensitive to the needs of clients while adhering to C4K’s policies and procedures.  The client concierge will effectively establish supportive relationships with clients, staff, and outside entities to garner resources necessary to provide comprehensive services to all clients.

ESSENTIAL FUNCTIONS:

Client Concierge Role Specific Duties: 

• Uphold the mission and core values of Counseling4Kids.  
• Ensure clients and their families receive an excellent customer experience and can navigate their care successfully.
• Review agency consent forms with caregivers and clients and foster informed decision making.
• Reviews agency Attendance Agreement with caregivers and clients assuring the clarity of attendance expectations.
• Review additional adjunct service referrals such as psychiatric, psychological and case management.
• Verify Medi-Cal and assesses client’s or family’s needs, eligibility for services and assist clients to enroll in benefits (i.e Medi-Cal)
• Meet with caregivers and clients to assign their case and schedule the 1st treatment appointment using appropriate calendars. 
• Contact clients/caregivers within 24 hours of 1st missed scheduled appointment to support clients with consistent attendance to appointments.
• Provides referrals for families unable to overcome barriers to consistent treatment attendance to outside resources needed.
• Works with clients, families and appropriate community agencies to coordinate and facilitate services for clients.
• Engages with the client, family and other involved parties and works to build trust, encourage hope, and ensure ongoing engagement in services.
• Perform follow-ups and wellness checks on existing clients and on new referrals.
• Coordinates appointments, transportation with Lyft Concierge, and other services as needed, ensuring a seamless experience for clients
• Maintain knowledge of agency activities, and services, and effectively communicate this information to clients.
• Remains current on community resources and maintains communication with relevant agencies for the purpose of referrals and to offer assistance and education to clients and their families.
• Actively engaging and educating the public at community events
• Work closely with the client's clinical team and client services specialists to assure that the clients’ needs/case planning are identified and met.
• Utilizes concurrent documentation to prepare notes and bills for engagement interventions following DMH standards
• Completes documentation in Exym, for monitoring and billing purposes, of direct service with client and/or school staff, under DMH standards and guidelines.
• Completes necessary documentation promptly to support allowable billing of outreach activities.
• Provides support, advocacy, role modeling, parenting skills, and referrals
• Conducts individual and family basic needs assessments. 
• Establish and maintain professional and positive relationships with staff, clients, and community providers.
• Develops potential intervention efforts in collaboration with therapists. 
• Participation in community outreach and promote services offered by Counseling4Kids to prospects, the community, and other professionals.
• Schedules and participates in meetings with internal staff and representatives from the community with direct interest in service outcomes. 
• Engages clients by re-framing problems and focusing on solutions; discussing and supporting progress towards goals
• Educates the client on coping skills, anger management and positive communication skills and cultivates a sense of self-efficacy. 
• Participation in community trainings. 
• Assures quality of service for clients by enforcing rules, regulations, and compliance requirements.
• Measures and summarizes progress at specified intervals 
• Daily review of department, clinician, and/or client calendar to determine when clients will be visiting the office.  
• Ensure that clients and/or guardians visiting the office adhere to safety protocol and agency policy   
• Provide translation and/or interpretation services when needed. 
• Has a billing expectation of a minimum 840 UOS (14 hours) per week
• Other duties as assigned. 

Administrative Support Duties: 

• Serves as a back-up to Client Services Specialists, assisting with opening/closing/updating cases.
• Maintains professional and technical knowledge by participating in workshops and trainings, specifically on evidence-based programming; reviewing professional publications; establishing personal linkages.
• Assists with data collection and completing projects reports in a timely manner
• Contributes to team effort by consulting with other professionals; accomplishing related results as needed.
• Assist the other departments with administrative support on routine daily tasks and on special projects (i.e. help with letter-writing, copying, faxing, contacting providers and community partners, gathering materials, doing research, creating spread-sheets, tracking data, and creating reports).  
• Supports continuity among work teams by documenting and communicating actions, irregularities, and continuing needs. 
• Provide administrative coverage and support when necessary. 
• Other duties as assigned.  

Competencies 

• Demonstrates exceptional customer service skills to engage & maintain professional relationships with clients & caregivers.
• Ability to work collaboratively in a clinical team to ensure that client & caregiver needs are assessed, documented, and  addressed. 
  
• Exhibits thoroughness and attention to detail by ensuring that documentation of completed work duties adhere with agency and DMH requirements.
  
• Ability to actively listen & communicate in the moment, and engage in effective follow-up communication (via written, verbal, & telephonic communication) to ensure pending items are completed. 
  
• Demonstrates exceptional listening & problem-solving skills when working with clients, caregivers, external partners, and/or agency staff to ensure that essential functions of the role are upheld. 
• Ability to quickly gather pertinent information, develop ethical solutions to emerging issues, & effectively adapt to new & unfamiliar issues. 
• Demonstrates eagerness to learn, and is comfortable working in an environment that requires flexibility in daily assigned tasks to best ensure that client & caregiver needs are met. 

MINIMUM QUALIFICATIONS:  

Educational & Work Experience Requirements:  

• High school diploma, or equivalent, and two (2) years of relevant work experience 

Required Work & Skill Knowledge:  

• Bilingual English/Spanish required 
• Demonstrates commitment to the overall well-being of the department and the mission and vision of the agency. 
• Maintains excellent written & verbal communication skills with staff, clients, and caregivers on an ongoing basis.  
• Actively maintains knowledge of agency and external resources to address issues as they arise, and to proactively develop long-term solutions.  
• Ensures that work demonstrates accuracy, thoroughness, and furthers methods to improve and promote quality. 
• Ability to use make judgement calls pertaining to the responsibilities of the position, and
  is able to
  ascertain when appropriate to consult with supervisor. 
• Demonstrates excellent time-management skills, with the ability to plan & prioritize competing tasks in an efficient manner.  

PREFERRED QUALIFICATIONS: 

Educational & Work Experience Requirements:  

• Associate’s degree in related field and six (6) years of relevant work experience, or 

• Bachelor's degree in related field and minimum of 4 years relevant work experience, or 

• Graduate degree in related field and minimum 2 years relevant work experience 

Required Work & Skill Knowledge: 

• Actively maintains and further develops knowledge of DMH systems and procedures.  

• Prior work experience with Integrated System and Medi-Cal billing. 

• Familiarity with the agency's Electronic Healthcare Record System (EHR), Exym. 

• Professional experience with Microsoft Suite systems (i.e. Outlook, Word, SharePoint, Calendars, and Excel). 

EEO Statement: 

Counseling4Kids provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Counseling4Kids complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.