Client Services Coordinator

Location: Washington, DC (Fully Onsite) Schedule: Monday–Friday, 8:30 AM – 5:30 PM Compensation: $22–$28/hour Employment Type: Temp-to-Hire About the Role We are seeking a Client Services Coordinator to serve as the primary front desk point of contact for clients and families in a behavioral health setting. Reporting to the Practice Administrator, this role is responsible for executing all front-desk operations, managing high-volume service inquiries, and ensuring the integrity of documentation required for billable transactions. The Client Services Coordinator serves as the primary liaison between clients/families, clinical staff, and external entities, requiring exceptional customer service and meticulous administrative management. Key Responsibilities Serve as the front desk point of contact, professionally welcoming clients and visitors Prepare clients and families for the clinical intake and assessment process Initiate and complete essential demographic, insurance, and referral data collection via telephone or in-person interactions Schedule appointments and determine if clients meet criteria for routine, urgent, or emergent care Verify insurance authorizations and ensure all required authorizations and re-authorizations are secured prior to service delivery and maintained throughout treatment Collect copays and ensure proper tracking of all front-desk activities that lead to billable transactions Coordinate communication between clients, clinicians, and external providers to ensure timely coordination of care Work closely with Psychiatrists and behavioral health providers to finalize visit documentation, secure required signatures, and establish future appointments Maintain all client health information in strict adherence to HIPAA privacy and security regulations Manage encounter data and provide accurate, periodic reports on key metrics including kept appointments, cancellations, demographics, and authorization status Prepare continuity of care reports and actively participate in organizational quality improvement activities Provide clients with appropriate alternative resources and external information when necessary Provide dedicated administrative and logistical support to assigned clinical programs Qualifications Bachelor's Degree or degree in a health-related field At least 2 years of experience in a medical office setting, with preference for experience in Substance Abuse and/or Behavioral Health Advanced competence in Microsoft Office Suite and knowledge of electronic health record (EHR) systems Exceptional organizational skills and meticulous attention to detail Proven ability to manage multiple priorities and complex tasks simultaneously Strong knowledge of insurance benefits and claims processes Superior oral and written communication skills suitable for professional correspondence and client interactions Strong customer service skills and ability to serve as a dedicated advocate for clients Benefits (upon conversion) Affordable Medical, Dental, and Vision Insurance 401(k) Retirement Plan Paid Time Off (PTO) and Sick Leave Paid Company Holidays Life Insurance Opportunities for professional development and leadership training Employee Assistance Programs (EAP) Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products. Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact View email address on click.appcast.io . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual’s skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.