Client Check-in Specialist

SUMMARY

The Client Check-In Specialist provides clients with a welcoming and professional check-in experience before receiving services at On Demand Counseling. This role verifies client and insurance information, collects required documentation and payments, and ensures all check-in requirements are completed accurately and efficiently before services begin.

ESSENTIAL FUNCTIONS

Client Intake & Support

• Welcome and check in clients in a friendly, professional, and compassionate manner.
• Confirm client identity, appointment information, and demographic details.
• Explain and obtain required consent forms, signatures, and agency documentation.
• Ensure required information and paperwork are complete before services are provided.
• Assist clients with general questions and direct concerns to the appropriate staff member.

Insurance Verification & Payments

• Verify insurance coverage and confirm that insurance information is accurate and current.
• Collect and scan insurance cards, identification, and other required documentation.
• Identify and communicate copays, deductibles, outstanding balances, and other amounts due in accordance with established procedures.
• Collect and accurately process client payments at the time of service.
• Provide receipts and document payments in designated systems.
• Reconcile payments and related records as required by established procedures.
• Coordinate with billing staff to resolve coverage, eligibility, authorization, or payment discrepancies.

Scheduling & Documentation

• Assist with incoming telephone calls and assist with scheduling and general inquiries as needed.
• Maintain strict confidentiality and comply with HIPAA and organizational privacy requirements.

MINIMUM QUALIFICATIONS

• Must be at least 18 years of age.
• Successful completion of BCI/FBI background check and pre-employment drug screen.
• High school diploma or GED required; associate degree preferred.
• Prior experience with insurance verification, client payment collection, or medical billing processes.
• Familiarity with Medicaid, Medicare, and commercial insurance plans preferred.

SKILLS & ABILITIES

• Demonstrate strong attention to detail, accuracy and discretion when reviewing demographics, insurance coverage, documentation, and payments.
• Demonstrate excellent oral, written, and interpersonal communication skills.
• Remain organized and detail-oriented, managing multiple tasks concurrently in a fast-paced environment.
• Demonstrate proficiency in Microsoft Office and job-related tools.

WHAT WE OFFER

• Competitive salary
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) with company match (if applicable)
• Professional development opportunities
• Supportive and collaborative work environment
• Opportunity to make a meaningful impact in the lives of individuals seeking behavioral health treatment

EOE/DFWP