Client Care Specialist (Front Desk)

Light Counseling; Colonial Heights (VA); On-site; USD 38,000 - 56,000; Full time

Job summary

Light Counseling in Virginia is seeking a Client Care Specialist to warmly welcome clients, coordinate scheduling, and support both clients and staff in a fast-paced team setting. This role emphasizes confidential, compassionate service within a faith-based counseling environment.

You will manage intake, maintain records, assist with front desk operations, and help ensure smooth daily workflow while adhering to HIPAA and privacy standards.

Qualifications

• Strong customer service and interpersonal skills.
• Clear and professional written and verbal communication.
• Ability to manage multiple tasks in a fast-paced environment.
• Excellent attention to detail and organizational skills.
• Problem-solving and real-time decision making.
• Comfort with learning and using new systems and technology.
• Working knowledge of Microsoft Office 365 (Outlook, Word, Excel, Teams).
• Understanding of confidentiality and data privacy standards.
• Ability to work both independently and collaboratively within a team.

Responsibilities

• Serve as the primary contact for clients, schedule appointments, send reminders, and manage check-ins via the EHR system.
• Maintain accurate client records, demographics, insurance, and documentation; support front desk operations.
• Assist with end-of-day close, secure offices, and maintain a welcoming office environment.
• Foster positive relationships with clients, referral sources, and community partners.
• Uphold HIPAA confidentiality standards and assist with basic office technology troubleshooting.

Education

High School diploma or equivalent

Tools

EHR systems knowledge

Billing/Financial transactions

Microsoft Office 365

Job description

JOIN A MISSION-DRIVEN PRACTICE THAT SERVES WITH PURPOSE

For more than 30 years, Light Counseling has served thousands of individuals, couples, and families across Virginia and beyond. We provide professional, confidential, distinctly Christian counseling grounded in clinical excellence and God’s truth.

Our mission is simple: bring hope to the hopeless and healing to the hurting.

We are seeking a Client Care Specialist who is passionate about serving others, creating a welcoming environment, and supporting both clients and staff in a fast-paced, team-oriented setting.

WHY JOIN LIGHT COUNSELING

• Meaningful work that directly supports client care and experience
• Collaborative and supportive team environment
• Opportunity to grow in administrative, client-facing, and operational skills
• Mission-driven culture rooted in faith and service
• Hands-on experience with healthcare systems and client coordination

CONFIDENTIALITY NOTICE

Employment with Light Counseling is confidential and adheres to all federal and state privacy laws and practices (including HIPAA). Employees are expected to exercise sound judgment, maintain discretion, and operate with independence, flexibility, and professionalism within the framework of company policies and procedures.

DUTIES AND RESPONSIBILITIES

Client Support & Scheduling

• Serve as the primary point of contact for clients, both new and existing
• Schedule appointments, send reminders, and manage client check-ins through the Electronic Health Record (EHR) system
• Ensure all intake documentation, consents, and required forms are completed prior to services
• Conduct initial conversations with prospective clients and referral sources to assess needs and eligibility
• Provide compassionate, professional support while addressing client questions and concerns
• Collect client balances and process payments at time of service

Administrative & Office Support

• Maintain accurate and up-to-date client records, including demographics, insurance, and documentation
• Support front desk operations and ensure smooth daily workflow
• Provide general office support and assist with operational needs as they arise
• Learn and utilize internal systems, platforms, and tools effectively

Facility & Office Operations

• Assist with maintaining a clean, organized, and welcoming office environment
• Support end-of-day procedures, including securing offices and common areas

Community & Team Support

• Build and maintain positive relationships with clients, referral sources, and community partners
• Support outreach and engagement efforts aligned with the organization’s mission
• Collaborate with team members to ensure continuity of care and client satisfaction

Compliance & Additional Responsibilities

• Maintain strict adherence to HIPAA and confidentiality standards
• Assist with basic troubleshooting of office technology when needed
• Perform other duties as assigned to support overall operation

KNOWLEDGE, SKILLS, & ABILITIES

• Strong customer service and interpersonal skills
• Ability to communicate clearly and professionally, both verbally and in writing
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Strong attention to detail and organizational skills
• Ability to problem-solve and think critically in real-time situations
• Comfort learning and navigating new systems and technology
• Working knowledge of Microsoft Office 365 (Outlook, Word, Excel, Teams)
• Understanding of confidentiality and data privacy standards
• Ability to work both independently and collaboratively within a team

MINIMUM QUALIFICATIONS

• High School diploma or equivalent
• Prior experience in customer service or administrative support
• Strong communication and organizational skills
• Basic computer proficiency, including Microsoft Office
• Ability to pass required background checks and screenings
• Valid Driver’s License and acceptable driving record

PREFERRED QUALIFICATIONS

• Experience working in a healthcare or counseling setting
• Familiarity with Electronic Health Records (EHR) systems
• Experience handling billing or financial transactions
• Interest in working in a mission-driven, faith-based environment