Client Care Lead (Office Manager)

Light Counseling•Glen Allen, VA

3d•$20 - $22•Onsite

About The Position

Light Counseling, a practice with over 30 years of experience providing Christian counseling, is seeking a Client Care Lead. This role is the primary administrative leader at the site, responsible for supporting operational excellence and ensuring an exceptional experience for clients, providers, and staff. The Client Care Lead works closely with the Clinical Site Manager to ensure smooth daily operations. The position offers meaningful work, a collaborative environment, opportunities for growth in administrative and operational skills, and a mission-driven culture rooted in faith and service, with hands-on experience in healthcare systems and client coordination.

Requirements

High School diploma or equivalent
3-5 years of office management, administrative leadership, or related experience
Strong organizational, communication, and problem-solving skills
Ability to work independently and collaboratively
Professional demeanor, initiative, and sound judgment
Strong leadership, customer service, and interpersonal skills
Ability to communicate clearly and professionally with clients, staff, providers, and community partners
Strong organizational skills with the ability to prioritize multiple competing responsibilities
High level of attention to detail and accuracy
Ability to identify problems, research solutions, and implement improvements
Understanding of confidentiality, HIPAA requirements, and information security standards
Ability to learn, utilize, and train others on office systems, workflows, and technology
Proficiency with Microsoft Office 365 (Outlook, Word, Excel, Teams)

Nice To Haves

Familiarity with JotForm, Canva, and healthcare-related software platforms
Experience in a healthcare, behavioral health, or counseling setting
Familiarity with Electronic Health Record (EHR) systems
Knowledge of healthcare billing, insurance verification, and collections processes
Understanding of HIPAA and healthcare compliance requirements
Experience leading or coordinating administrative teams
Familiarity with ICD and CPT coding

Responsibilities

Oversee daily office operations, including scheduling, front desk functions, and administrative workflows.
Support and guide client care staff, serving as a resource for operational questions and concerns.
Ensure office supplies, equipment, technology, and facility needs are maintained and addressed promptly.
Assist with creating, updating, and implementing office policies and procedures.
Maintain a clean, organized, and welcoming office environment.
Perform light office upkeep as needed, including tidying shared spaces, sweeping, mopping, restocking supplies, and monitoring facility needs.
Ensure accurate collection of client information, insurance verification, and registration documentation.
Oversee appointment scheduling to maximize provider efficiency and client access to care.
Address client questions, concerns, and complaints with professionalism and compassion.
Ensure intake paperwork, consent forms, and assessments are completed prior to initial appointments.
Support a positive client experience from first contact through ongoing care.
Assist with client billing, payment processing, collections, and account reconciliation.
Ensure accuracy of billing documentation and insurance information.
Support providers and leadership with resolving billing-related concerns.
Monitor administrative processes that impact revenue cycle operations.
Serve as a liaison between providers and administrative staff to support effective communication.
Coordinate scheduling, administrative needs, and client follow-up activities.
Assist providers with administrative tasks and workflow support as needed.
Collaborate with leadership to improve office efficiency and client satisfaction.
Maintain compliance with HIPAA and all applicable federal and state regulations.
Ensure client records, billing information, and documentation are accurate and organized.
Support adherence to organizational policies, procedures, and confidentiality standards.
Support daily use of Electronic Health Record (EHR) systems and office technology.
Assist with troubleshooting basic software and hardware issues.
Coordinate with IT support when advanced technical assistance is required.
Identify opportunities to improve workflows, systems, and operational processes.