Case Coordinator - Mental Health Services in Saint Charles, Illinois at FOCUS HR INC

Do you enjoy working with people, managing multiple priorities, and being the person others count on to keep things moving?

Would you like to use your organizational and communication skills in a healthcare setting where your work makes a meaningful difference?

If so, we'd love to meet you!

About the Opportunity

We're looking for a highly organized, detail-oriented Case Coordinator to help keep our clinical operations running smoothly.

This is an important role that serves as the connection between clients, clinicians, attorneys, caseworkers, and outside agencies. You'll coordinate new client referrals, manage intake paperwork, schedule appointments, track case information, and make sure everyone has the information they need throughout the process. This position is ideal for someone who enjoys a combination of administrative coordination, client communication, and problem-solving. You'll play an important part in helping clients access services while supporting our clinical team behind the scenes.

About Specialized Forensic Unit PC

At Specialized Forensic Unit PC, we're committed to making a meaningful difference in the lives of children, adolescents, adults, and families through compassionate, evidence-based mental health services. As a licensed, private, non-governmental clinic serving Illinois, Wisconsin, and Florida, we provide comprehensive psychological evaluations and individualized treatment tailored to each person's unique needs. Our professional team includes doctoral- and master's-level clinicians who work with courts, attorneys, correctional facilities, healthcare providers, and individuals to provide objective assessments and effective treatment.

What You'll Be Doing

• Serve as the primary administrative contact for new client referrals and service inquiries.
• Respond to phone calls and emails from clients, attorneys, caseworkers, agencies, and other professionals.
• Coordinate the intake process, including collecting referral information, explaining services, and obtaining required paperwork.
• Review and organize client documentation, including consent forms, releases of information, and financial agreements.
• Maintain accurate client records, case files, and tracking spreadsheets.
• Schedule therapy appointments and psychological evaluations while coordinating availability between clients and clinicians.
• Send appointment confirmations and communicate scheduling updates to all appropriate parties.
• Prepare weekly reports tracking pending referrals, outstanding paperwork, scheduling needs, and service backlogs.
• Utilize systems such as Excel, SimplePractice, Outlook, OneDrive, and other administrative platforms.
• Provide administrative and operational support to the Clinic Manager as needed.
• Maintain strict confidentiality and follow HIPAA requirements when handling sensitive client information.

What We're Looking For

We're looking for someone who is organized, dependable, professional, and comfortable managing several moving pieces at once.

Education:

• High school diploma or GED required.
• Bachelor's degree in Social Work, Psychology, Counseling, or a related field preferred.
• Master's degree in Social Work, Psychology, Counseling, or a related field strongly preferred.

Experience & Skills:

• 2–5 years of administrative, office coordination, healthcare administration, or similar experience.
• Experience in a healthcare or mental health setting is a plus.
• Strong organizational skills and exceptional attention to detail.
• Comfortable managing multiple priorities, deadlines, and client files.
• Strong written and verbal communication skills.
• Intermediate or better knowledge of Microsoft Outlook and Excel.
• Experience with databases, scheduling platforms, and administrative software.
• Ability to track information, organize data, and prepare reports.
• Professional and confident communicating with a variety of people, including attorneys, caseworkers, clients, clinicians, and outside agencies.
• Strong problem-solving skills, good judgment, and the ability to take initiative.
• Ability to handle confidential and sensitive information with discretion.

Schedule & Work Environment· Enjoy a Full-Time in office work arrangement at our St. Charles, IL office. The Schedule is: Monday-Thursday 8am-6pm. Competitive pay based on experience.

The Ideal Candidate

• Enjoys being organized and keeping processes on track.
• Is proactive and follows through on details without needing constant reminders.
• Can balance customer service with administrative responsibilities.
• Communicates professionally and confidently with people from different backgrounds.
• Takes ownership of their work and enjoys being a reliable resource for a team.
• Finds satisfaction in helping others and contributing to an organization's mission.

Why This Opportunity?·

Make a meaningful impact on the lives of children and families. Work alongside experienced doctoral- and master's-level clinicians.· Expand your experience into the specialized field of forensic mental health. Be part of an organization committed to objective, compassionate, and effective mental health care. Full-time Benefits: 401(k) matching, Dental insurance, Health insurance, Paid time off, Professional development assistance, Vision insurance