Client Care Specialist; Front Desk

ABOUT LIGHT COUNSELING

Light Counseling has served more than 100,000 Individuals, Couples, & Families and has been providing professional, confidential, and distinctly Christian counseling services to Virginia for over 30 years. Additionally, we serve clients in 30+ other states! We take pride in incorporating God’s truth in the helping process. Our mission is to bring hope to the hopeless and healing to those who are hurting by helping individuals realize their God-given, divine potential.

The Client Care Specialist (CCS) is vital to the success of Light Counseling as they welcome clients (new and existing) to our practice, assist with all their needs, and make their experience with us as comfortable as possible. The CCS not only provides valuable support to our clients but the entire team at Light Counseling. This position is the initial primary administrative contact for Light Counseling and is supervised by the Client Care Manager (CCM).

Employment with Light Counseling is of a confidential nature and operates in accordance with federal and state privacy laws and practices (i.e., HIPAA). All work is performed under supervision but does require the ability to effectively function independently, with flexibility, initiative, maturity, and decision‑making within the framework of Light Counseling’s policy and employee handbook.

• Schedule appointments, send reminders, and manage check‑ins using the EHR system.
• Ensure intake paperwork, consents, disclosures, and releases are completed before sessions.
• Conduct initial interviews with referral sources and prospective clients to assess service needs and eligibility.
• Provide professional and compassionate customer service to all clients, addressing their concerns and questions.

• Maintain accurate and up‑to‑date client records, including consents, socio‑demographics, insurance details, and clinical diagnoses.
• Assist in office administration by supporting front desk operations and ensuring smooth workflows.
• Provide backup office support in the absence of the Office Manager.
• Learn and provide support for various electronic applications and platforms used by Light Counseling.

• Collect patient balances and process payments at the time of service.
• Assist with billing inquiries and provide necessary guidance to clients regarding financial policies.

• Secure the office/building at the end of the day, including:
  Locking files, offices, and external entries.
• Tidying common areas (waiting room, kitchen, etc.).
• Turning off internal lights and ensuring exterior lights are on.

• Establish and maintain positive relationships with referral sources, including medical providers, businesses, and community organization.
• Support Light Counseling’s public relations efforts by helping to promote services and maintain a professional presence in the community.

• Maintain strict adherence to HIPAA regulations and confidentiality requirements.
• Support safety initiatives to ensure a secure environment for clients, staff, and visitors.

• Assist with problem‑solving hardware and software issues when needed.
• Perform other duties as assigned to support the operations of Light Counseling.

• Knowledge of office operations and customer service practices.
• Ability to listen to others and interact well with the public.
• Understanding of federal and state privacy and security laws, regulatory requirements, and standards for maintaining information security and confidentiality.
• Must demonstrate an understanding of and an appreciation for…