Front Desk Representative

Behavior Network Group; McKinney (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Behavior Network Group is seeking a Front Desk Representative to join our Administrative Support team. This role serves as the first point of contact for clients, families, visitors, and staff, providing welcoming, efficient service and coordinating scheduling and intake processes.

The ideal candidate is organized, compassionate, and dependable, with strong communication and confidentiality skills to maintain accurate records in a fast-paced clinic environment.

Qualifications

• High school diploma or GED required.
• 1–2 years of administrative, front desk, healthcare, or customer service experience.
• Experience working with confidential information and maintaining accurate records.
• Strong computer skills, including Microsoft Office Suite and electronic record systems.
• Excellent verbal and written communication skills.

Responsibilities

• Greet and assist clients, families, visitors, and vendors in a professional and welcoming manner.
• Answer and direct incoming phone calls, emails, and inquiries.
• Schedule, confirm, and reschedule client appointments as needed.
• Verify client demographics, insurance information, and required documentation.
• Maintain client attendance records and communicate schedule changes to clinical staff.
• Maintain a clean, organized, and professional reception area.
• Assist with intake paperwork and onboarding of new clients and families.
• Provide dependable reception coverage during assigned hours and coordinate coverage needs with clinic leadership.
• Maintain electronic health records (EHR) and client files with accuracy and confidentiality.
• Process incoming and outgoing documents, faxes, and correspondence.
• Support billing, insurance verification, and authorization processes as assigned.
• Prepare reports, spreadsheets, and administrative documentation.
• Assist with office supply inventory and ordering.
• Support clinic operations and special projects as needed.

Skills

Customer service

Communication

Organizational skills

Confidentiality handling

Microsoft Office

Education

High school diploma or GED

Tools

EHR systems

Healthcare scheduling software

Insurance verification software

Job description

Front Desk RepresentativePosition Title: Front Desk RepresentativeDepartment: Administrative SupportReports To: Clinic AdministratorPosition SummaryThe Front Desk Representative serves as the first point of contact for clients, families, visitors, and staff at Behavior Network. This role provides consistent front desk coverage, delivers exceptional customer service, coordinates client communications and scheduling, and supports day-to-day office administration. The ideal candidate is organized, compassionate, dependable, detail-oriented, and committed to creating a welcoming and efficient clinic environment.Essential Duties and ResponsibilitiesFront Desk & Client ServicesGreet and assist clients, families, visitors, and vendors in a professional and welcoming manner.Answer and direct incoming phone calls, emails, and inquiries.Schedule, confirm, and reschedule client appointments as needed.Maintain client attendance records and communicate schedule changes to clinical staff.Verify client demographics, insurance information, and required documentation.Manage client check-in and check-out procedures.Maintain a clean, organized, and professional reception area.Assist with intake paperwork and onboarding of new clients and families.Provide dependable reception coverage during assigned hours and coordinate coverage needs with clinic leadership.Administrative & Office SupportMaintain electronic health records (EHR) and client files with accuracy and confidentiality.Process incoming and outgoing documents, faxes, and correspondence.Support billing, insurance verification, and authorization processes as assigned.Prepare reports, spreadsheets, and administrative documentation.Assist with office supply inventory and ordering.Support clinic operations and special projects as needed.Organize front office forms, files, mail, and shared administrative resources.Assist with meeting preparation, printing, scanning, and routine office coordination.Employee Engagement & Culture SupportSupport employee engagement initiatives that promote a positive, collaborative, and client-focused workplace culture.Assist with planning and coordinating employee recognition programs, celebrations, staff appreciation events, and clinic morale activities.Help welcome new employees and contribute to a positive onboarding experience.Maintain employee communication boards, announcements, and engagement materials within the clinic.Collaborate with leadership to gather employee feedback and support engagement initiatives that improve retention and team satisfaction.Encourage a welcoming and supportive environment for employees, clients, and families.Participate in clinic events, community outreach activities, and staff meetings as requested.Compliance & ConfidentialityMaintain compliance with HIPAA, clinic policies, and applicable state and federal regulations.Ensure confidential handling of client and employee information and records.Promptly escalate front desk, client service, or administrative concerns to appropriate leadership.Participate in required training and compliance activities.Required QualificationsHigh school diploma or GED required.Minimum of 1–2 years of administrative, front desk, healthcare, or customer service experience.Experience working with confidential information and maintaining accurate records.Strong computer skills, including Microsoft Office Suite and electronic record systems.Excellent verbal and written communication skills.Preferred QualificationsAssociate degree in Healthcare Administration, Business Administration, or related field.Experience in ABA, behavioral health, pediatric healthcare, or medical office settings.Familiarity with EHR systems, insurance verification, and healthcare scheduling software.Knowledge of HIPAA and healthcare compliance requirements.Experience supporting office operations, reception coverage, or administrative workflows.Knowledge, Skills, and AbilitiesExceptional customer service and interpersonal skills.Strong organizational and multitasking abilities.Ability to maintain accuracy and attention to detail in a fast-paced environment.Ability to handle sensitive and confidential information professionally.Strong problem-solving and communication skills.Ability to work independently while collaborating effectively with clinical and administrative teams.Compassionate and family-centered approach to client interactions.Demonstrated ability to build positive relationships with employees, clients, and families.Passion for creating an engaging and supportive workplace culture.Strong interpersonal skills with the ability to promote teamwork and employee morale.Physical RequirementsAbility to sit, stand, and walk for extended periods.Frequent use of computers, phones, and office equipment.Ability to occasionally lift and carry up to 25 pounds.Ability to navigate clinic facilities as needed.Work EnvironmentFast-paced ABA and Behavioral Health Clinic environment.Frequent interaction with clients, families, clinical staff, and healthcare providers.Exposure to typical office and clinical environments.Key Performance Indicators (KPIs)Client satisfaction and customer service performanceAppointment scheduling accuracyFront desk responsiveness and call managementRecordkeeping and data entry accuracyTimely completion of administrative tasksAttendance and reliabilityEmployee engagement and participation in clinic activitiesEmployee recognition program support and executionNew hire onboarding experience feedbackStaff satisfaction and culture-related initiativesConsistent front desk coverage and timely handling of visitor and family inquiriesCompensation ClassificationFLSA Status: To be confirmed based on final duties and applicable wage-and-hour requirements.Employment Type: Full-TimeEqual Employment Opportunity StatementThe clinic is committed to creating an inclusive workplace and providing equal employment opportunities to all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other protected characteristic protected by applicable law.