Bilingual Client Care Specialist

The Bilingual Client Care Specialist serves as a primary point of contact for children, families, and visitors within our pediatric therapy clinic. This client-facing role is responsible for delivering exceptional customer service while supporting front office operations, appointment scheduling, client communication, insurance verification support, and administrative coordination across multiple therapy departments.

The ideal candidate is bilingual in English and Spanish, highly organized, detail-oriented, and comfortable working in a fast-paced healthcare environment serving children and families.

This role requires professionalism, strong communication skills, emotional intelligence, multitasking abilities, and the ability to remain calm and solution-focused under pressure.

Essential Responsibilities Client & Family Support

• Greet and assist clients, caregivers, and visitors in a professional and welcoming manner
• Build positive relationships with families through compassionate and responsive communication
• Assist Spanish-speaking families with translation during sessions, evaluations, and front office interactions
• Support families throughout scheduling, attendance, and clinic processes

Scheduling & Front Office Coordination

• Schedule, confirm, reschedule, cancel, and check in client appointments
• Maintain and manage therapist schedules within the EMR system for a multidisciplinary therapy team
• Coordinate recurring appointments and annual client evaluations
• Track and manage multiple scheduling tasks simultaneously while ensuring scheduling accuracy
• Monitor client attendance and collaborate with caregivers and clinical staff to address attendance concerns

Administrative & Operational Support

• Professionally answer, screen, document, and route incoming calls
• Complete administrative duties including scanning, faxing, copying, filing, data entry, and documentation
• Process incoming payments in accordance with clinic financial procedures
• Assist with verifying client insurance eligibility and updating demographic information
• Track and analyze reports within the EMR system
• Process medical record requests and ensure all required release documentation is complete and compliant
• Assist with ordering and maintaining clinic supplies
• Receive and distribute incoming mail and deliveries

Collaboration & Compliance

• Collaborate effectively with therapists, caregivers, intake staff, and leadership
• Maintain confidentiality and professionalism in accordance with HIPAA guidelines
• Follow clinic safety procedures and operational protocols
• Assist the Intake Specialist with processing new client intakes requiring translation support
• Perform additional duties as assigned to support clinic operations

Required Qualifications

• Fluent in both English and Spanish (written and verbal)
• High school diploma, GED, or equivalent
• Valid Oklahoma driver's license
• Strong customer service and interpersonal communication skills
• Excellent organizational skills and attention to detail
• Ability to multitask and prioritize effectively in a fast-paced healthcare environment
• Professional demeanor with strong problem-solving abilities
• Proficiency with Microsoft Office and computer systems

Preferred Qualifications

• Minimum of two (2) years of scheduling or front office experience in a pediatric or healthcare setting
• Experience with EMR systems and medical scheduling
• Familiarity with therapy services, healthcare administration, or medical billing processes
• Pediatric clinic experience strongly preferred
• Basic understanding of insurance eligibility and benefits verification

Ideal Candidate Traits

We are looking for someone who:

• Enjoys working with children and families
• Thrives in a fast-paced, team-oriented environment
• Communicates professionally and compassionately
• Is dependable, organized, and proactive
• Can manage multiple priorities while maintaining accuracy
• Remains calm and solution-focused during challenging situations

Physical Requirements

This position requires prolonged periods of sitting, computer use, standing, walking, and repetitive hand movements. Employees must be able to occasionally lift and carry up to 20 pounds and perform routine office-related physical activities with or without reasonable accommodation.

Additional Information

This job description is not intended to be an exhaustive list of all duties or responsibilities associated with the position. Duties may change based on operational needs.

Pay: $16.00 - $25.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance