Client Relations Specialist

Client Relations Specialist Momentum Counseling & Consulting Fort Collins, CO Job Details Full-time From $20 an hour 8 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Paid sick time Qualifications Collaborate with healthcare professionals Employee onboarding Record keeping Google Workspace Bachelor's degree in counseling Client onboarding Customer retention Bachelor's degree in social work Bachelor's degree in communications Electronic health records (EHR) management Achieving HIPAA compliance Phone communication Intake Maintaining patient confidentiality Bachelor's degree in psychology Bachelor's degree in business HIPAA Bachelor's degree in sociology Mid-level Sociology Medical scheduling Administrative experience Medical administrative support Bachelor's degree Human Development & Family Studies Counseling Psychology Customer relationship management Organizational skills Communications Human Services Computer skills Productivity software Social Work Onboarding process management Business Managing patient records Care coordination Bachelor's degree in human services Communication skills Client interaction via phone calls Full Job Description Full-Time | In-Person and Hybrid Opportunities Position Summary The Client Relations Specialist is a key member of the Operations Team at Momentum Counseling and Consulting (MCC), responsible for delivering a high-quality, compassionate, and seamless client experience from first contact through ongoing care. This role focuses on client communication, scheduling, intake coordination, client retention, billing-related outreach, and transition support when changes in care occur. The Client Relations Specialist helps ensure clients feel informed, supported, respected, and valued throughout their care journey. The ideal candidate is warm, organized, professional, and confident in client-facing communication. This person should be comfortable discussing sensitive topics with clients, including outstanding balances, insurance-related concerns, scheduling barriers, and provider transitions. This position plays an essential role in client satisfaction, continuity of care, and the overall efficiency of clinical operations. Key ResponsibilitiesClient Communication & Scheduling Serve as a primary point of contact for client inquiries via phone, email, and electronic systems. Schedule, confirm, cancel, and reschedule appointments for clinicians, ensuring efficient use of provider availability. Maintain accurate and up-to-date client information within scheduling and electronic health record systems. Provide clear, professional, and compassionate communication regarding services, clinician availability, care options, and next steps. Support clients through onboarding and ongoing care with a client-centered, solution-focused approach. Ensure a consistent, warm, and professional client experience across all communication channels. Client Relations & Retention Support Support client retention by helping clients resolve scheduling concerns, communication barriers, and care-related questions. Contact clients to assist with transferring care to another appropriate clinician when needed. Communicate with clients about changes in provider availability with empathy and professionalism. Help clients understand their options for continuing care and support them in selecting a new provider when appropriate. Coordinate with clinical leadership and operations staff to ensure smooth client transitions and continuity of care. Follow up with clients who may be at risk of discontinuing care due to scheduling, provider changes, or administrative concerns. Billing & Outstanding Balance Outreach Contact clients regarding outstanding balances in a clear, respectful, and professional manner. Explain general billing balances, payment expectations, and next steps while maintaining a calm and compassionate tone. Assist clients with updating payment information and resolving basic billing-related concerns. Collaborate with billing staff to ensure client questions are routed appropriately when additional billing review is needed. Document billing-related outreach accurately in internal systems. Maintain professionalism and sensitivity when discussing financial matters with clients. Intake & Care Coordination Assist with new client intake paperwork processes, including collecting required documentation and ensuring completeness. Guide clients through intake forms, consent documents, and next steps prior to appointments. Coordinate with clinicians regarding scheduling needs, availability, and client-related updates. Monitor assessment progress with the clinician and follow up with clients as needed to support timely access to care. Operations & Administrative Support Provide general administrative support to ensure smooth daily operations. Maintain and organize internal documentation, client records, and operational systems. Participate in onboarding processes and support internal documentation tracking. Attend staff meetings, complete assigned follow-up tasks, and assist with special projects as directed by leadership. Contribute to a positive, collaborative, and client-centered team culture. Professionalism & Compliance Uphold MCC standards for client service, confidentiality, and HIPAA compliance. Maintain professional communication and conduct with clients, clinicians, and staff. Demonstrate adaptability and initiative in a fast-paced, client-facing environment. Participate in ongoing training, feedback, and performance improvement processes. Handle sensitive client information and financial conversations with discretion, empathy, and professionalism. Qualifications Bachelor's degree in psychology, human services, social work, sociology, counseling, human development, family studies, business, communications, or a related field preferred. Experience in client-facing, customer service, healthcare administration, billing support, or client relations roles preferred. Sales, collections, account management, or retention experience strongly preferred; transferable experience considered. Strong organizational skills and attention to detail. Excellent verbal and written communication skills. Confidence making outbound phone calls and handling sensitive conversations. Ability to remain calm, professional, and compassionate when clients are frustrated, confused, or upset. Proficiency in Google Workspace and willingness to learn internal systems. Ability to multitask, prioritize, and meet deadlines. Compassionate, professional, and client-centered approach. Commitment to confidentiality, ethical conduct, and respectful workplace behavior. Knowledge & Skills Familiarity with HIPAA compliance and client privacy standards. Strong interpersonal, de-escalation, and communication skills. Ability to manage scheduling, intake coordination, billing outreach, documentation, and follow-up processes. Comfort discussing outstanding balances, payment information, and care transitions with clients. Problem-solving skills with a proactive and service-oriented mindset. Positive attitude, openness to feedback, and commitment to growth. Working Conditions Full-time position, typically Monday-Friday, with occasional evening or weekend hours as needed. In-person office environment with regular interaction with clients and staff. Hybrid opportunities may be available depending on role needs and performance. Requires extended periods of sitting and computer use. Position Benefits Paid Sick Leave ICHRA Monthly Health Reimbursement Account Simple IRA with 3% Employer Match Flexible Scheduling Remote work capability Momentum Counseling and Consulting is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other protected characteristic under applicable law.

Pay:

From $20.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

Hybrid remote in Fort Collins, CO 80525