Client Relations Specialist

Client Relations Specialist - Part-Time

The Client Relations Specialist serves as the primary point of contact for patients, providers, and client offices, ensuring a positive and professional experience throughout the infusion therapy process. This role is responsible for coordinating patient scheduling, maintaining strong relationships with physician offices, supporting nursing operations, and ensuring seamless communication between patients, providers, and internal departments. The Client Relations Specialist plays a critical role in delivering exceptional customer service while supporting operational efficiency and patient satisfaction.

Qualifications/Educational Requirements:

• High school diploma or GED with 2 years experience directly related to the duties and responsibilities specified.
• Competent in computer programs, such as, WeInfuse software, MS Word and Excel as well the ability to use standard office equipment. Answer phones.

Responsibilities/Essential Functions:

The person in this position must be able to perform the following essential job functions with or without reasonable accommodations.

Patient Relations & Customer Service:

• Serve as the first point of contact for patients, providers, visitors, and callers.
• Greet patients and visitors in a professional, welcoming, and compassionate manner.
• Answer incoming phone calls and respond to inquiries promptly and professionally.
• Make welcome calls to newly referred patients and provide an overview of the infusion process.
• Conduct appointment reminders and confirmation calls.
• Address patient concerns and escalate issues appropriately when needed.
• Collect patient copays and discuss insurance-related information as appropriate.
• Maintain patient confidentiality and ensure compliance with HIPAA regulations.

Scheduling & Coordination:

• Schedule patients for infusion therapy upon receipt of authorization and required documentation.
• Coordinate patient appointments with nursing staff and client offices.
• Assist with nursing coverage needs and communicate staffing concerns to leadership.
• Ensure all scheduling information is accurately documented in WeInfuse.
• Maintain accurate patient records and scheduling information.

Administrative Responsibilities:

• Open and close the Bellaire office as assigned.
• Maintain a clean, organized, and professional reception area.
• Order office supplies and monitor inventory levels for assigned locations.
• Process incoming and outgoing documentation, faxes, and correspondence.
• Verify and enter data accurately into company systems.
• Maintain efficient workflow and information sharing between departments.
• Assist with special projects and operational initiatives as assigned.

Team Collaboration:

• Work closely with Intake, Scheduling, Nursing, Billing, and Leadership teams to ensure a seamless patient experience.
• Communicate nursing and operational needs to appropriate departments.
• Participate in team meetings and contribute ideas for process improvement.
• Support company initiatives focused on patient satisfaction, client retention, and operational excellence.

The above list reflects the essential functions and other job functions considered necessary of the job identified, and shall not be construed as a detailed description of all work requirements that may be inherent in the job, or assigned by supervisory personnel. This job description is used as a guide only and not inclusive of responsibilities and job duties.