For All Seasons, a trusted nonprofit behavioral health and rape crisis center serving Maryland’s Mid-Shore region, is seeking a Client Services Specialist to join our team. This position is often the first point of contact for clients, families, and visitors and plays a vital role in ensuring access to high-quality, trauma-informed care.
The Client Services Specialist supports daily front-office operations, facilitates Open Access (walk-in and telehealth intake) services, schedules clinical sessions, manages client communications, and ensures accurate billing and payment processing. This role requires professionalism, empathy, attention to detail, and the ability to create a welcoming and supportive environment for individuals seeking services during vulnerable times.
Key Responsibilities
Client Care & Front Office Support
- Serve as the first point of contact by greeting clients, answering calls, and responding to inquiries in a warm, trauma-informed, and culturally sensitive manner.
- Guide clients through the Open Access process, both in-person and via telehealth, ensuring timely movement between case management, billing, and clinical teams.
- Provide concierge-style support: ensure clients have necessary forms, documentation, and clear guidance for their visit.
- Communicate respectfully and empathetically with clients regarding appointments, cancellations, and no-shows.
Scheduling & Administrative Support
- Schedule and manage client appointments for clinical and medical staff.
- Process appointment reminders (via On-Call) and follow up on cancellations and no-shows with calls.
- Maintain accuracy in client records, including insurance verification, scanning IDs/cards, and updating documentation.
- Assist with reports and other scheduling duties as assigned.
Billing & Payment Processing
- Collect co-pays and payments
Crisis Response & Agency Support
- Triage client needs, as appropriate.
- Support building operations as needed.
Professional Development & Compliance
- Maintain confidentiality and comply with HIPAA regulations and agency policies.
- Participate in supervision, staff meetings, and agency trainings.
- Travel to multiple office sites as needed.
- Perform other duties as assigned.
Required Skills & Abilities
- Strong interpersonal skills with the ability to engage clients in a compassionate, culturally competent, and trauma-informed manner.
- Ability to manage competing priorities, stay organized, and maintain a calm demeanor during crises.
- Excellent written, verbal, and organizational skills.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint); ability to quickly learn scheduling and EHR systems.
- Reliability, punctuality, and the ability to work independently with minimal supervision.
- Commitment to confidentiality, ethical standards, and teamwork.
Education & Experience
- High School diploma or GED required (Associate’s or Bachelor’s degree preferred in human services, or related field).
- Minimum of two years’ experience in a healthcare, behavioral health, or medical office setting, including scheduling, and client service responsibilities.
Job Type: Full-time
Pay: $40,000.00 - $43,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Vision insurance
Work Location: In person
