Client Service Specialist (Part-Time)

TeamBuilders Behavioral Health • Las Vegas, NM

1d • $16 - $18

About The Position

The Client Service Specialist (CSS) is the primary front desk representative and is responsible for the daily operations of the front office. The role owns front desk workflow and coordinates client intake, scheduling, communication, and administrative processes to support efficient, accurate, and organized access to services. The CSS is the first point of contact for clients, caregivers, and visitors and helps maintain a welcoming, professional environment. The position also supports school-based referral, intake, and admission processes in collaboration with clinical staff and referral sources. The role 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; front office, administrative, or office management experience preferred.
• Ability to pass local, state, and FBI criminal background checks.
• Must be at least 21 years of age.
• Ability to take ownership of front desk operations, prioritize tasks, solve problems, and maintain continuity of daily workflow.
• Typing proficiency and strong organizational, verbal, and written communication skills.
• Competence with Google Suite, Adobe Acrobat, and Microsoft Office Suite.
• Ability to meet deadlines and reliably complete assigned tasks.
• Interpersonal skills to build positive, effective relationships with clients, families, and colleagues.
• Computer literacy and comfort with data systems, software applications, and electronic reporting.
• Clean driving record and active auto insurance.

Nice To Haves

• Bilingual/bicultural English and Spanish skills are strongly preferred; fluent English and Spanish speakers may be eligible for an additional sign-on bonus.
• 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, professional manner.
• Maintain the cleanliness and organization of the lobby, reception area, meeting rooms, common areas, and restrooms; replenish supplies as needed.
• Collect, log, and process client payments and pursue outstanding balances as directed by Billing.
• Collect, process, and update registration forms, consents, releases, PCP notifications, insurance cards, and other required documentation.
• Manage incoming calls by answering promptly, screening, transferring, or taking messages as appropriate.
• Confirm, remind, and follow up with clients about appointments by phone, text, or email in accordance with company procedures.
• Make calls for pre-visit screenings, referral follow-up, collateral information gathering, and client surveys.
• Document cancellations and missed appointments in the EMR, reschedule as needed, and promptly fill provider calendar openings.
• Sort, prepare, and process incoming and outgoing mail.
• Order office supplies and other items through authorized vendors in accordance with company policy.
• File supporting documents in client charts using required naming and filing protocols.
• Provide front office support including data entry, scanning, electronic filing, fax retrieval and distribution, and phone coverage.
• Coordinate with referral sources and self-referring clients; conduct initial intakes, insurance verification, enrollment, and screening in collaboration with the Clinical Supervisor.
• Assist clients with registration, informed consents, required forms, and authorizations.
• Participate in clinical seminars, meetings, supervision, and training events.
• Compile reports and accurately enter data into electronic systems and tracking logs.
• Process new and inter-agency school-based referrals and 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 log data and referrals in the Tracking Log.
• Verify insurance and confirm payment methods for new clients.
• Coordinate referral and intake progress with clinical staff and schedule first available appointments with assigned providers, aiming to process appointments within 24 hours.
• Maintain the Provider Capacity Spreadsheet.
• Attend monthly in-person team meetings in Santa Fe to discuss school-based referral progress and challenges.
• Support front office functions and provide additional administrative assistance during training or special events.
• Perform additional duties as 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 leave
• Parental leave
• 401(k) retirement plan
• Eligibility for Federal HRSA Public Service Loan Repayment Programs
• Potential additional sign-on bonus for qualified candidates fluent in English and Spanish

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED