Bilingual Front Desk & Client Intake Coordinator
Part-Time | Katy, Texas | In Person | 22 Hours per Week
We are a warm, close-knit private psychology practice seeking a reliable, highly organized, and motivated English/Spanish bilingual Front Desk & Client Intake Coordinator. This person will be the welcoming first point of contact for clients and families while providing essential administrative support to the Office Manager and clinical team.
This is an ideal role for someone seeking meaningful, stable, part-time work in a professional and supportive private-practice setting.
Required Qualifications
- Must be fluent in English and Spanish, including the ability to communicate clearly, warmly, and professionally with Spanish-speaking clients and families.
- At least one year of administrative, receptionist, front-desk, client-service, or office-support experience.
- Demonstrated ability to work independently, take initiative, follow through, and manage multiple responsibilities without constant supervision.
- Exceptional organization, attention to detail, reliability, and ability to maintain accurate records.
- Warm, compassionate, confident, and professional communication style by phone, email, text, and in person.
- Comfortable discussing self-pay fees, appointment availability, intake procedures, payment expectations, and next steps with prospective clients.
- Strong computer skills and comfort learning and using scheduling, email, document-management, and office systems.
- High level of discretion and demonstrated respect for confidentiality and client privacy.
- Ability to provide three professional references from current or former supervisors during the hiring process.
- Ability to work the required consistent in-person schedule.
Preferred Qualifications
- Previous experience in a mental-health, medical, healthcare, legal, educational, or other confidential professional office.
- Familiarity with HIPAA, confidentiality procedures, and professional boundaries.
- Experience using an EHR, practice-management system, scheduling platform, or CRM.
- Experience with client intake, appointment confirmations, payment collection, or self-pay service settings.
- Experience working with children, parents, and families.
Schedule
- Monday–Thursday: 11:30 a.m.–4:00 p.m.
- Friday: 11:30 a.m.–3:30 p.m.
- Total: 22 hours per week
This is an on-site position. Consistent attendance during assigned hours is essential because this role provides front-office and phone coverage for the practice.
Compensation and Benefits
- Starting pay: $16.00 per hour
- Opportunity to earn a monthly performance bonus of up to $200 based on successful completion of defined client-intake and front-office performance goals.
- Eligible to participate in the practice’s 401(k) plan with employer safe-harbor matching contributions, subject to the terms of the plan.
- This is a part-time position and does not include health insurance, paid time off, paid holidays, or other employer-sponsored benefits, except as specifically stated above or otherwise required by law.
- Performance, reliability, role fit, and compensation will be reviewed after the introductory period.
Primary Responsibilities
- Serve as the warm, professional first point of contact for prospective and current clients and families.
- Answer and return phone calls, emails, texts, and portal messages promptly and professionally.
- Respond to new therapy and psychological-testing inquiries.
- Explain the practice’s self-pay services, fees, scheduling process, intake paperwork, and appointment policies.
- Confidently guide appropriate prospective clients toward scheduling an initial therapy or testing intake.
- Schedule, confirm, reschedule, and accurately document appointments in the practice EHR.
- Follow up with appropriate prospective clients who have not completed scheduling or required paperwork.
- Assist with collection of required payments or testing deposits according to practice policy.
- Welcome clients and families in person and maintain a calm, organized, professional front-office environment.
- Support the Office Manager with administrative tasks, scheduling coordination, tracking, and workflow needs.
- Maintain strict confidentiality and follow all HIPAA, privacy, documentation, communication, and office procedures.
- Identify and promptly escalate clinical concerns, crisis contacts, complaints, complex client issues, or matters outside the role’s scope to the Office Manager or appropriate clinician.
- No insurance verification, insurance billing, or insurance follow-up is required.
Ideal Candidate
The ideal candidate is naturally warm-hearted and service-oriented but also confident, highly driven, and comfortable taking ownership. They understand that the front desk is the first impression of the practice and are motivated to help appropriate clients and families move from initial inquiry to scheduled care.
This is not a passive receptionist position. We are looking for someone who is dependable, polished, responsive, detail-oriented, and proactive person who can support the Office Manager while also independently represent the practice.
To Apply
Please submit:
- Resume
- Brief letter of interest describing relevant front-desk, administrative, intake, or client-service experience
- Confirmation of English/Spanish fluency
We receive a lot of interest in this position with general resumes with no personal context. If you want to stand out above the rest, please also submit a genuinely written cover letter about how you are a good fit and why you are interested in working with us. Please no AI use, if we wanted an AI assistant, we would hire one.
Pay: $16.00 - $17.00 per hour
Benefits:
Language:
Work Location: In person
