Client Access Specialist

Bridges To Change; Portland (OR); On-site; USD 51,000 - 54,000; Full time

Benefits offered by this job

11 Paid Holidays

5 Additional Paid Days: 3 Self-Care, 1

Birthday, 1 Personal Holiday

Employer Paid Medical

Life Insurance

Short Term Disability

Employee Assistance Program

Dental, Vision, FSA

Retirement Match

Job summary

Bridges to Change is seeking a full-time Client Access Specialist to be the first point of contact for clients, visitors, and phone inquiries. You will provide comprehensive front desk support, verify insurance, update records in the EHR, and assist with scheduling across providers.

This role requires professionalism, privacy adherence, and excellent customer service in a busy clinic environment. Responsibilities include coordinating appointments, handling payments, mail and deliveries, and

Qualifications

• Healthcare office experience preferred
• Bilingual in Spanish is strongly preferred
• Strong communication and privacy compliance
• Proficiency with Microsoft Office and EHR systems

Responsibilities

• Manage front desk and intake for clients, visitors, and calls
• Coordinate scheduling across providers and services
• Verify insurance and collect payments
• Maintain accurate client records in the EHR
• Support mail, deliveries, and conference room scheduling
• Uphold confidentiality and compliance with privacy standards
• Assist in administrative duties and office workflows
• Identify process improvements and support KPIs

Skills

Spanish bilingual

EHR proficiency

Microsoft Excel

Customer service

Data entry

Phone etiquette

Tools

EHR

Excel

Job description

Job Details

Job Location: Multnomah County - N/A, OR 97206

Position Type: Full Time

Job Category: Administrative Support

Rate of Pay: $24.40

Shift: Days and hours will vary based on 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

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 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 shifting needs, and perform effectively in a fast-paced environment


• Demonstrated ability to establish and maintain clear professional boundaries while holding participants and staff accountable with compassion and consistency


• Strong communication, trauma-informed engagement, and conflict resolution skills, with the ability to navigate emotionally charged or complex situations


• Ability to remain calm, regulated, and exercise sound judgment in high-stress or crisis situations


• Demonstrated success working effectively with individuals from diverse backgrounds and contributing to an inclusive, respectful, and culturally responsive workplace environment


• Ability to communicate professionally and empathetically with staff, applicants, vendors, and regulatory partners while providing high-quality customer service

Working Conditions

Environment and Physical Requirements: This position is based in a standard office reception setting within BTC treatment sites and requires regular, on-site presence. The role involves frequent interaction with treatment participants, visitors, staff, and community partners, both in person and by phone. Work includes extensive computer use, data entry, scheduling, and other administrative tasks, as well as periods of sitting, standing, walking, and movement throughout the workday. The position may involve occasional movement between program or administrative areas and exposure to typical indoor office conditions. The employee must be able to lift, push, pull, and move files, office supplies, and equipment up to 15 pounds.

Emotional and Cognitive Demands: This role involves regular interaction with participants who may be experiencing emotional distress, crisis, or unpredictable behavior, requiring calm presence, sound judgment, and appropriate de-escalation while maintaining a welcoming and organized front desk environment. The position requires sustained emotional regulation, professionalism, and the ability to manage competing priorities such as reception duties, phone calls, scheduling, data entry, and intake coordination. This role must maintain professional boundaries, protect participant privacy, and follow safety protocols when responding to unexpected or escalated situations. The role requires adaptability, clear communication, and resilience when balancing administrative responsibilities with participant-facing support throughout the workday.

Position Type/Expected Hours of Work

This is a full-time, non-exempt hourly position. Standard work hours will vary to accommodate clinical scheduling typically Monday through Friday, forty hours per week; however, scheduling may vary based on business needs. Evening, weekend, or holiday shifts may also be required to support program operations.

Other Duties and Responsibilities

This job description is a summary of the essential duties and responsibilities for this job, and it does not necessarily represent an all-inclusive list of duties, responsibilities, tasks or procedures. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instruction or assignments.

Nothing in this description restricts Bridges’ right to assign or reassign duties at any time.

Accommodation Statement

Essential job duties and responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities. To perform the job successfully, an incumbent or applicant must possess the experience, knowledge, skills, and abilities to perform each essential duty and responsibility proficiently. If you require an accommodation in order to perform the essential duties and responsibilities of this job, please contact the Bridges to Change Human Resources Manager.

Bridges to Change is an Equal Opportunity Employer