Position: Client Care Specialist

Reports to: Client Services Supervisor

Department: Client Services

Position Type: Part-time, 29 hours per week, on-site

Compensation: Starting at $20.50 per hour

Company Overview

Renewed Integrative Counseling is a faith-based practice committed to providing compassionate, integrative mental health care. Guided by Christian values, our work is rooted in integrity, service, and dedication to uplifting our community. We strive to create a positive, supportive work environment where team members are empowered to make a meaningful impact. We are currently seeking a skilled Client Care Specialist who shares our commitment to excellence and aligns with our mission of seeing lives healed, transformed, and aligned with God’s purpose.

Position Overview

The Client Care Specialist plays a vital role in our organization by guiding prospective and current clients through a smooth, caring experience from their very first contact. You will respond to inquiries, advise clients on our services and clinicians, schedule appointments, support clinician caseloads, and handle the administrative tasks that keep the clinic running well. While this is a non-clinical role, your work directly shapes whether a client feels seen, supported, and confident in taking the next step toward healing.

Key Responsibilities

Client Engagement and Lead Conversion

Respond to client inquiries via phone, email, text, online request, direct provider referral, or in person, addressing concerns and needs promptly. Serve as the knowledgeable resource who can explain the services we offer, the varying modalities, clinician areas of expertise and qualifications, and general cost information, working to convert leads and referrals into active scheduled clients. Build and maintain positive relationships with clients by providing a supportive, caring, and Christ-centered atmosphere.

Scheduling and Caseload Support

Coordinate and schedule client appointments for clinicians across locations, ensuring efficient and timely booking, rescheduling, and cancellation procedures. Schedule initial mental health evaluations as soon as possible and work to maintain full caseloads for full-time and part-time clinicians. Prioritize returning calls for cancellations so open slots can be refilled, and help reduce no-shows through reminders and consistent follow-up.

Intake and Administrative Duties

Complete client demographics and remain accountable for intake requirements. Maintain accurate electronic chart notes and records regarding appointments, insurance changes, client needs, clinician instructions, letters, and related details, all in accordance with HIPAA regulations. Track leads systematically and follow up on pending inquiries to optimize conversion.

Light Billing and Insurance Support

Perform light billing tasks such as verification of benefits, processing copay payments, and updating credit card information. Handle general fee inquiries and coordinate billing support with the billing team as needed.

Crisis Support

Provide immediate support and assistance to clients in crisis situations, following established protocols and procedures, and involving the appropriate professionals when needed.

Christian Values Integration and Client Advocacy

Embrace and reflect the Christian values and mission of the practice in all interactions with clients and colleagues. Offer spiritual support and resources to clients when requested, while respecting their beliefs and boundaries. Act as an advocate for clients within the practice, ensuring their needs and concerns are communicated effectively and elevated as appropriate.

Office Environment and Team Collaboration

Maintain a clean, organized, and welcoming workspace across the clinic, including the waiting room, breakroom, hallways, and restrooms, ensuring the office is well stocked, decluttered, comfortable, and inviting for clients and staff at all times. Complete opening and closing procedures as scheduled. Work closely with supervisors, support staff, and clinicians so client care is coordinated seamlessly, and promote positive engagement among team members across all locations.

Ancillary Duties

Participate in the RIC Quality Assurance and Performance Improvement Program (QAPI), complete all mandatory training and in-services as assigned, adhere to RIC compliance and ethics expectations, maintain client and employee confidentiality, and uphold professional, supportive, and responsive communication. Any other duties may be assigned by administration or department supervisors as appropriate.

Qualifications

• High school diploma or equivalent required; some college or an associate or bachelor’s degree preferred.

• Prior experience in customer service, front desk, scheduling, or a medical or behavioral health office setting strongly preferred.

• Working knowledge of HIPAA and a strong commitment to confidentiality.

• Comfort and competence with electronic health record systems (we use SimplePractice), Microsoft 365, and general office technology.

• Excellent verbal and written communication skills, with the ability to discuss sensitive topics with warmth and professionalism.

• Strong organizational skills and the ability to manage multiple tasks, inboxes, and deadlines in a dynamic environment.

• Empathy, compassion, adaptability, and sound conflict-resolution skills.

• Bilingual English and Spanish is preferred given the communities we serve but it is not required for the position.

• Alignment with the mission and values of Renewed Integrative Counseling.

Schedule and Compensation

• Part-time, 29 hours per week.

• Monday through Friday. Specific daily work hours are set by Supervisor and provided at time of job offer. General office hours are 8am-5pm.

• Starting pay of $20.50 per hour. Maybe higher, depending on experience/prior training.

Benefits

• Paid time off accrual available to part-time team members.

• Paid holidays throughout the year. Paid family week off for Christmas time.

• 4% 401K Retirement Match

• A supportive, faith-centered work environment with ongoing training and professional & personnel development.

Work Location

This is an on-site, in-person position at our Lakeland or Kissimmee clinic locations. Reliable in-person attendance during scheduled hours is required.

Growth Potential

As Renewed Integrative Counseling continues to grow, there are opportunities for advancement within the organization. Team members who demonstrate excellence and initiative may take on additional responsibilities or grow into senior client services and operational roles.

Join Us

Renewed Integrative Counseling is an equal opportunity employer, welcoming team members who respect the organization’s Christian values and are passionate about supporting holistic mental health care. We encourage you to apply and become part of a team that is making a difference in the lives of others.