Client Care Specialist (Front Desk)
About The Position
Light Counseling is seeking a Client Care Specialist who is passionate about serving others, creating a welcoming environment, and supporting both clients and staff in a fast-paced, team-oriented setting. This role involves serving as the primary point of contact for clients, managing appointments, ensuring documentation is complete, and processing payments. The specialist will also provide administrative and office support, maintain client records, and assist with office operations and technology troubleshooting. Additionally, the role requires supporting outreach efforts, collaborating with team members, and maintaining strict adherence to HIPAA and confidentiality standards.
Requirements
- High School diploma or equivalent
- Prior experience in customer service or administrative support
- Strong communication and organizational skills
- Basic computer proficiency, including Microsoft Office
- Ability to pass required background checks and screenings
- Valid Driver’s License and acceptable driving record
- Strong customer service and interpersonal skills
- Ability to communicate clearly and professionally, both verbally and in writing
- Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
- Strong attention to detail and organizational skills
- Ability to problem-solve and think critically in real-time situations
- Comfort learning and navigating new systems and technology
- Working knowledge of Microsoft Office 365 (Outlook, Word, Excel, Teams)
- Understanding of confidentiality and data privacy standards
- Ability to work both independently and collaboratively within a team
Nice To Haves
- Experience working in a healthcare or counseling setting
- Familiarity with Electronic Health Records (EHR) systems
- Experience handling billing or financial transactions
- Interest in working in a mission-driven, faith-based environment
Responsibilities
- Serve as the primary point of contact for clients, both new and existing
- Schedule appointments, send reminders, and manage client check-ins through the Electronic Health Record (EHR) system
- Ensure all intake documentation, consents, and required forms are completed prior to services
- Conduct initial conversations with prospective clients and referral sources to assess needs and eligibility
- Provide compassionate, professional support while addressing client questions and concerns
- Collect client balances and process payments at time of service
- Maintain accurate and up-to-date client records, including demographics, insurance, and documentation
- Support front desk operations and ensure smooth daily workflow
- Provide general office support and assist with operational needs as they arise
- Learn and utilize internal systems, platforms, and tools effectively
- Assist with maintaining a clean, organized, and welcoming office environment
- Support end-of-day procedures, including securing offices and common areas
- Build and maintain positive relationships with clients, referral sources, and community partners
- Support outreach and engagement efforts aligned with the organization’s mission
- Collaborate with team members to ensure continuity of care and client satisfaction
- Maintain strict adherence to HIPAA and confidentiality standards
- Assist with basic troubleshooting of office technology when needed
- Perform other duties as assigned to support overall operation
Benefits
- Meaningful work that directly supports client care and experience
- Collaborative and supportive team environment
- Opportunity to grow in administrative, client-facing, and operational skills
- Mission-driven culture rooted in faith and service
- Hands-on experience with healthcare systems and client coordination
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
