Client Care Coordinator - Optimal Nurturing Lactation - Bristol, TN

Join Our Team! Optimal Nurturing LLC, a lactation services practice with two locations - one in Bristol, TN and one in Johnson City, TN, is seeking a dependable and confident Client Care Coordinator.

This role is essential to helping families access timely, high-quality lactation care. You will be the first point of contact for many parents and play a key role in guiding them toward the support they need. This role is not passive. You will guide conversations, recommend next steps, and help families move forward with care.

Position Overview: As our Client Care Coordinator, you will be the front-line operational leader of patient access and play a crucial role in the smooth operation of our practice. Your work will directly contribute to the efficiency of our services and the satisfaction of our clients. This is a high-responsibility role that requires confidence, initiative, and the ability to guide conversations rather than wait for direction.

This role requires someone who is comfortable taking initiative, guiding conversations toward clear outcomes, and ensuring that families are scheduled for care without unnecessary delays. You will be expected to take ownership of patient access and help maintain a full and balanced schedule across providers.

Location: 1523 6th Street Extension Bristol, TN

Pay Starting At: $16/hr, with opportunity for growth based on performance and experience

Hours: 30-36 hours, M-W-F 8am-5pm and T-Th 12:30pm-5pm, occasional weekends or evenings for events

Key Responsibilities:

• Greeting clients and appointment check in
• Answering incoming calls and emails promptly and confidently, guiding families toward appropriate scheduling.
• Returning missed calls as soon as possible to ensure no family falls through the cracks
• Appointment scheduling, ensuring ease of access for patients and a smooth daily flow for our three lactation providers.
• Confidently directing clients to the appropriate provider based on practice guidelines
• Prepping for appointments and creating charts for new clients, ensuring everything is ready for a seamless client experience.
• Verify that patients have an active insurance plan prior to appointments, providing patients with reassurance for insurance covered lactation care.
• Prepare and validate claims, crucial for the accurate billing and sustainability of our practice.
• Keeping the office clean and presentable and resetting rooms between clients
• Support additional tasks as needed to maintain a smooth and consistent experience for both patients and providers.

What Success Looks Like in This Role:

• Incoming calls are answered live and confidently
• Callers are consistently converted into clients who keep their appointments
• Families feel supported and guided from their first interaction
• Scheduling is efficient and aligned with provider availability
• The office runs smoothly and predictably
• You help ensure families can access care quickly and easily

Required Traits:

• Strong communication and phone presence
• Ability to think quickly and guide conversations
• Comfortable making decisions and directing clients
• Highly organized and detail-oriented
• Able to multitask in a fast-paced environment
• Understands and is passionate about the importance of breastfeeding

Required Qualifications:

• High School Diploma or equivalent
• Customer service, healthcare, or sales experience
• A passion for the health and wellness of mothers and babies

Preferred Qualifications:

• Associates or Bachelor Degree
• Experience in sales, client conversions, and telephone marketing
• Experience with client scheduling, conversions, or guiding clients toward services is highly valued
• Experience with verifying active insurance and preparing insurance claims
• Experience with Electronic Health Records (EHRs), Google Docs, Sheets, Slides, Forms, Gmail, etc.

How to Apply: Please send your resume and a brief cover letter explaining why you would be a perfect fit for Optimal Nurturing LLC to heather@optimalnurturing.com. We’re looking forward to adding a motivated and capable member to our team!

Pay: From $16.00 per hour

Ability to Commute:

• Bristol, TN 37620 (Required)

Work Location: In person