Front Desk Client Service Coordinator

PRO Companies; King of Prussia (Montgomery County); On-site; USD 30,000 - 40,000; Part time

Job summary

A leading company is seeking a motivated Front Desk Client Service Coordinator in King of Prussia. This part-time role involves client interaction, scheduling, and administrative tasks in a healthcare setting. Ideal candidates are organized, detail-oriented, and possess strong communication skills. The position offers potential for growth to full-time.

Qualifications

• Prior experience in a medical or behavioral health front office setting preferred.
• Excellent verbal and written communication skills in English.

Responsibilities

• Provide exceptional front office support and verify insurance benefits.
• Schedule client appointments and manage provider schedules.
• Maintain accurate documentation and client records.

Skills

Communication

Organization

Customer Service

Attention to Detail

Time Management

Education

High school diploma or equivalent

Associate or Bachelor’s degree

Tools

Electronic Management Systems

Computer Hardware and Software

Job description

PRO Companies is looking for a motivated, driven, and energetic Front Desk Client Service Coordinator to join their internal team in King of Prussia, PA!

Are you a friendly, organized professional who enjoys helping others and keeping things running smoothly? Are you looking for a position where you can grow your skills in client service, scheduling, and office coordination while making a real difference each day? If you thrive in a supportive, fast-paced environment and enjoy being a key part of a team, we’d love to hear from you!

About PRO:

PRO Companies is a dynamic organization hiring professionals in human services and health and wellness. Our PRO ABA Services division provides mental health services in addition to Intensive Behavioral Health Services to children and youth in home, school, and community settings, while our PRO Pediatric Services division delivers a variety of school-based services. With a strong presence in various counties across Pennsylvania, we aim to positively impact individuals and communities.

What You’ll Do:

The Front Desk Client Services Coordinator plays a vital role as the first point of contact for clients and visitors. This position is responsible for providing exceptional front office support, verifying insurance benefits (VOBs), scheduling client appointments, collecting co-pays, sending and tracking assessments, and ensuring the timely and accurate processing of documentation related to client services. The Coordinator works closely with clinical and administrative staff to maintain organized and efficient operations in a healthcare setting.

This is a part-time position out of our King of Prussia office working Monday, Wednesday, and Thursday between 9:30am-4:30pm with hours that may extend to 6pm on some days. This position has the potential to grow to full-time.

Front Desk & Administrative Responsibilities

• Greet and assist clients, visitors, and staff professionally and warmly.
• Answer phones, take messages, and route calls appropriately.
• Manage incoming and outgoing mail, emails, and faxes.
• Maintain an organized and welcoming front desk and waiting area.

Scheduling and Coordination

• Schedule new and existing client appointments, evaluations, and follow-ups.
• Manage provider schedules to ensure optimal appointment coverage.
• Reschedule appointments and follow up on cancellations and no-shows.
• Send appointment reminders via phone, email, or text.

Insurance Verification & Billing

• Conduct verification of benefits (VOBs) for new and existing clients.
• Obtain insurance authorizations as required.
• Collect and log co-pays and out-of-pocket payments; provide receipts.
• Communicate benefit details and financial responsibilities to families.
• Coordinate with billing and finance team regarding discrepancies or updates.

Client Services & Documentation

• Distribute intake and assessment packets to families and collect completed forms.
• Ensure all documentation is accurate, complete, and filed appropriately in client records.
• Track and follow up on outstanding assessments and paperwork.
• Assist with sending assessments and collecting responses within required timelines.
• Maintain accurate and up-to-date electronic records in the practice management system.

Office Related Responsibilities

• Ensure client and staff confidentiality are maintained at all times in all locations (e.g., desk organization, timely collection of printed documents, awareness of surroundings when disclosing confidential information, etc.).
• Maintain appropriate communication and interactions with all team members to ensure high quality services with all clients and staff.
• Offer flexibility of work schedule, based on the needs of the clients.
• Ability to prioritize information by responding to pertinent and priority e-mails and phone calls in a timely manner.
• Commitment to a person- and family-centered treatment approach.
• Ability to adapt to the changing healthcare environment and legislation.
• Ability to demonstrate fluent utilization of electronic management systems within 30 days of employment.
• Other duties as assigned.
  

What We’re Looking For:

• High school diploma or equivalent required; Associate or Bachelor’s degree preferred.
• Prior experience in a medical or behavioral health front office setting strongly preferred.
• Experience with computer hardware and software.
• Excellent verbal and written communication and customer service skills (speak, write, read and understand) in English.
• Strong organization, attention to detail and excellent time management skills
• Ability to work in a fast-paced environment.
  

We are an Equal Opportunity Employer. Applicants are considered for this position without regard to race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, marital status, parental status, veteran or military status, unfavorable military discharge, or any other status protected by applicable federal, state, or local law.