Client Service Specialist – Spanish Bilingual – Sign-On Bonus

TeamBuilders Behavioral Health•Santa Fe, NM

26d•$16 - $18

About The Position

The Client Services Specialist (CSS) is the primary front desk representative and is responsible for the daily operations and workflow of the front office. The role owns intake, scheduling, communication, and administrative processes to support efficient, accurate, and timely access to services. The CSS is the first point of contact for clients, caregivers, and visitors and maintains a welcoming, organized, and professional environment. The position supports a community-based behavioral health organization serving children, adults, and families. The CSS assists with client registration, intake, insurance verification, referrals, appointment coordination, documentation, payments, and general office administration. For school-based referrals, the CSS conducts outreach and brief intake interviews, coordinates with referral sources and clinical staff, and works to process referrals and schedule initial appointments promptly. The role also supports meetings, seminars, supervision, training, and special events. This position has no supervisory duties.

Requirements

High School Diploma or GED required.
At least two years of experience in a behavioral health, medical, or healthcare office environment, preferably in a front office, administrative, or office management capacity.
Ability to take ownership of front desk operations, prioritize tasks, solve problems, and ensure continuity of daily workflow.
Proficiency in typing and strong organizational, verbal, and written communication skills.
Competency with Google Suite, Adobe Acrobat, and Microsoft Office Suite.
Ability to meet deadlines and reliably complete assigned tasks.
Interpersonal skills and ability to build positive, effective relationships with clients, families, and colleagues.
Computer literacy and comfort with data systems, software applications, and electronic reporting.
Ability to pass local, state, and FBI criminal background checks.
Must be at least 21 years of age.
Must maintain a clean driving record and active auto insurance.

Nice To Haves

Bilingual/bicultural English and Spanish skills are strongly preferred.
Bachelor’s degree in human services or a related field preferred.

Responsibilities

Uphold TeamBuilders’ philosophy, policies, standards of conduct, and applicable program and state regulations.
Welcome and check in clients and visitors in a friendly and professional manner.
Maintain the cleanliness and organization of the lobby, reception area, meeting rooms, common areas, and restrooms, including stocking supplies and handling basic cleaning tasks.
Collect, log, and process client payments accurately and pursue outstanding balances as directed by Billing.
Collect, obtain signatures for, and maintain required client documentation, including registration forms, consents, releases, PCP notifications, insurance cards, and overdue forms.
Answer, screen, transfer, and take messages for incoming calls.
Confirm, remind, and follow up with clients about appointments by phone, text, or email in accordance with company procedures.
Initiate calls for pre-visit screenings, referral follow-up, collateral information gathering, and client surveys.
Document cancellations and missed appointments in the EMR, reschedule clients as needed, and promptly fill open provider-calendar slots.
Sort, prepare, and process incoming and outgoing mail.
Order office supplies and items through authorized vendors in accordance with company policy.
File supporting documents in client charts using correct naming and filing protocols.
Provide front office support, including data entry, scanning, electronic filing, fax retrieval and distribution, and general phone coverage.
Coordinate with referral sources and self-referring clients on initial intakes, insurance verification, enrollment, and screening in collaboration with the Clinical Supervisor.
Assist clients with registration, informed consents, forms, and authorizations.
Support and participate in clinical seminars, meetings, supervision, and training events.
Compile reports and enter data accurately into electronic systems and tracking logs.
Process new and inter-agency school-based referrals.
Prepare Parent Packets for therapists and schools.
Contact parents, guardians, and referral sources to complete brief intake interviews, aiming to do so within 24 hours of receiving a referral; follow up by text or email as needed and copy program or clinical supervisors on communications.
Enter demographic, insurance, and health information into the agency EMR and record information and referrals in the Tracking Log.
Verify insurance and confirm payment methods for new clients.
Coordinate with clinical staff about referral status and intake progress.
Schedule the first available appointments for new clients with assigned providers, aiming to process them within 24 hours.
Keep the Provider Capacity Spreadsheet updated.
Attend monthly in-person team meetings in Santa Fe to discuss school-based referral progress and challenges.
Provide additional administrative support as needed, including during training or special events.
Perform additional duties assigned by the direct supervisor or executive management.

Benefits

Medical, dental, and vision insurance for eligible employees, with a 75% employer contribution toward the base plan election
9 paid holidays
Sick accrual
Vacation accrual
Bereavement
Parental leave
401(k) retirement plan
Eligibility for Federal HRSA Public Service Loan Repayment Programs
Supervision and training opportunities
Educational opportunities
Work-life balance