Client Service Specialist

TeamBuilders Behavioral Health • Santa Fe, NM

1d

About The Position

The Client Services 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 ensures that client intake, scheduling, communication, and administrative processes are completed efficiently, accurately, and in line with organizational expectations. As the first point of contact for clients, caregivers, and visitors, the CSS maintains a welcoming, organized, and professional environment and supports smooth, timely access to behavioral health services.

The position coordinates referrals and intake, verifies insurance, assists with client registration and enrollment, schedules appointments, maintains records and tracking systems, and provides general administrative support. For school-based referrals, the CSS conducts timely outreach and brief intake interviews, coordinates with families, referral sources, providers, and clinical staff, and tracks referral progress. The position has no supervisory duties.

Requirements

• High School Diploma or GED.
• At least two years of experience in a behavioral health, medical, or healthcare office environment; front office, administrative, or office management experience is 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 using data systems, software applications, and electronic reporting.
• Must maintain a clean driving record and active auto insurance.

Nice To Haves

• Bilingual/Bicultural English and Spanish; bilingual candidates may be eligible for an additional sign-on bonus.
• Bachelor’s degree in human services or a related field.
• Experience in a front office, administrative, or office management capacity.

Responsibilities

• Uphold TeamBuilders’ philosophy, policies, standards of conduct, and applicable program and state regulations.
• Welcome and check in clients and visitors professionally, and maintain a clean, organized lobby, reception area, meeting rooms, common areas, and restrooms.
• Collect, log, and process client payments and follow up on outstanding balances as directed by Billing.
• Collect, verify, and maintain client registration forms, consents, releases, PCP notifications, insurance cards, and other required documentation.
• Answer, screen, transfer, and take messages for incoming calls.
• Confirm, remind, and follow up with clients about appointments by phone, text, or email according to 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, and promptly fill provider calendar openings.
• Sort, prepare, and process incoming and outgoing mail; order supplies through authorized vendors.
• 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 phone coverage.
• Coordinate with referral sources and self-referrals; conduct initial intakes, insurance verification, enrollment, and screening in collaboration with the Clinical Supervisor.
• Help clients complete registration, informed consents, required forms, and authorizations.
• Participate in clinical seminars, meetings, supervision, and training events.
• Compile reports and enter accurate information 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, aiming to complete brief intake interviews 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 EMR and record referral information in the Tracking Log.
• Verify insurance and confirm payment methods for new clients.
• Coordinate with clinical staff about referral status and intake progress, and schedule first available appointments with assigned providers within 24 hours.
• Maintain the Provider Capacity Spreadsheet and attend monthly in-person team meetings in Santa Fe about school-based referral progress and challenges.
• Provide additional administrative support, including during training or special events, and perform other duties as assigned.

Benefits

• Medical, dental, and vision insurance for eligible employees, with a 75% employer contribution toward the base plan election.
• Nine paid holidays.
• Sick accrual.
• Vacation accrual.
• Bereavement leave.
• Parental leave.
• 401(k) retirement plan.
• Eligibility for federal HRSA Public Service Loan Repayment Programs.
• Supervision and training opportunities.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED