Client Access Specialist

Client Access Specialist

Washington County Hillsboro, OR 97123

Position Type:
Full Time Category:
Administrative Support

Rate of Pay: $24.40

Shift: Days and hours will vary based on department needs. 8am-6pm

Eligible Benefits:

• 11 Paid Holidays
• 5 Additional Paid Days: 3 Self-Care, 1 Birthday, 1 Personal Holiday
• Generous PTO policy and Sabbatical
• Employer Paid Medical, Life Insurance, Short Term Disability and Employee Assistance Program
• Voluntary Dental, Vision, FSA, Long Term Disability, Critical Illness, Accident Coverage, Hospital Indemnity and Pet Insurance
• 5% Retirement Match with no waiting period
• Annual bonus program
• Annual professional development allotment
• Mileage reimbursement at federal rate for work related travel
• Inclusive workplace culture
• Bilingual wage differential

Job Summary

The full-time Client Access Specialist serves as the first point of contact for clients, visitors and telephone inquiries, creating a welcoming, professional and client-centered experience. This position provides comprehensive front desk support while ensuring all clients and guests receive accurate, timely, and meaningful information about services and resources. The Client Access Specialist is responsible for complex scheduling across multiple providers and services, checking clients in for appointments, and maintaining accurate client records by obtaining and updating demographic information, verifying insurance coverage, updating fee agreements, and collecting payments at the time of service.

Additional responsibilities include managing incoming and outgoing mail and deliveries, coordinating conference room scheduling, and performing a variety of clerical and administrative duties. This role plays a critical part in ensuring efficient clinic operations while fostering a positive, organized, and welcoming environment for clients, staff, and community partners.

Essential Job Duties and Responsibilities

• Serve as the primary front desk and intake point of contact, managing reception operations including greeting and directing visitors and clients, answering and routing calls, and maintaining a welcoming, professional environment.
• Collaborate and communicate effectively with clinical staff, community partners, and internal teams regarding client scheduling, intake status, and administrative needs.
• Provide a high level of professional service and values-based hospitality while safeguarding participant privacy and maintaining an atmosphere of dignity, safety, and trust.
• Perform intake coordination duties, including scheduling appointments.
• Enter, update, and maintain accurate client demographic, insurance, and contact information within EHR as per policy and training.
• Verify insurance coverage and copy new insurance cards, directing patients to work with OHP assistors if appropriate.
• Conduct appointment reminder calls for scheduled appointments.
• Verify insurance eligibility for each scheduled client and ensure required intake information and documentation are completed accurately and timely.
• Provide primary data entry and administrative support for business office functions, including MOTS, health records requests.
• Access insurance payer portals to verify eligibility, document verification outcomes, and communicate coverage information to relevant staff.
• Maintain and manage provider schedules within EHR to support efficient and accurate service delivery.
• Document client inquiries, phone calls, insurance verification, and intake-related activities in the EHR in accordance with documentation standards.
• Perform general clerical and administrative duties, including photocopying, filing, faxing, scanning, and records management.
• Proactively identify opportunities for improvement within workflows and logistics. Participate in review of Key Performance Indicators; review and contribute to continuous improvement opportunities and plans.
• Adhere to organizational policies and procedures, confidentiality regulations, and all applicable federal and state behavioral health standards.
• Perform other duties as assigned.

Experience, Knowledge,

Skills and Abilities

• State ORCHARDS BCU background check clearance, required
• Prior experience in a healthcare office or a high-volume customer service or administrative environment with extensive public interaction, required
• Prior experience in a behavioral health setting, strongly preferred
• Spanish bilingual, strongly preferred
• Computer literacy; proficient ability with Electronic Health Record (EHR) highly preferred, Microsoft applications including Excel, highly preferred.
• Ability to manage and safeguard sensitive client information, including medical records and billing data, in compliance with privacy, confidentiality, and security requirements
• Exceptional written and verbal communication skills, with the ability to convey complex information clearly, professionally, and appropriately for diverse audiences
• Excellent organizational and time-management skills, with the ability to manage multiple priorities, adapt to…