Client Representative Jobs

About Us

Hermosillo Family Therapy, Inc. is a growing, culturally responsive mental health practice dedicated to providing accessible, compassionate, and high-quality mental health services to individuals, couples, and families.

We are seeking a dependable, highly organized, and proactive Patient Service Representative to join our administrative team.

This position plays an essential role in supporting daily practice operations, coordinating client care, assisting clinicians, and ensuring a positive experience for clients from their initial inquiry through ongoing treatment.

The ideal candidate is someone who takes initiative, demonstrates strong follow-through, can manage competing priorities, and is comfortable working independently while maintaining effective communication with the administrative and clinical teams.

Key Responsibilities

Patient Services & Appointment Coordination

• Answer incoming phone calls, respond to emails, and assist with client inquiries in a professional and compassionate manner.
• Schedule, reschedule, confirm, and coordinate appointments across clinician schedules.
• Assist new clients with registration, intake paperwork, and scheduling requirements.
• Greet clients upon arrival and notify clinicians when their clients have checked in.
• Monitor appointment calendars and assist with cancellations, no-shows, and scheduling changes.
• Follow up with prospective and existing clients regarding appointments, referrals, and outstanding administrative requirements.
• Coordinate clinician availability and assist with client reassignment or scheduling adjustments when needed.

Insurance Verification & Authorization Management

• Verify insurance eligibility, benefits, copayments, deductibles, and coverage information.
• Request, submit, and monitor insurance authorizations when required.
• Track authorization expiration dates and communicate renewal needs.
• Communicate insurance-related concerns or discrepancies to the billing department.
• Ensure accurate insurance information is entered and maintained in the electronic health record system.
• Assist with communicating insurance requirements and financial policies to clients.

Administrative & Office Operations

• Maintain accurate and organized client records and administrative tracking systems.
• Monitor intake forms, consent documents, and other required client paperwork.
• Coordinate administrative tasks to support efficient daily operations.
• Maintain organized electronic records, spreadsheets, and internal communication logs.
• Assist with maintaining a professional, welcoming, and confidential office environment.
• Support general office operations and identify opportunities to improve workflow efficiency.

Team Communication & Collaboration

• Communicate regularly with the Clinical Director, Office Manager, clinicians, and billing department.
• Provide timely updates regarding scheduling concerns, client needs, and insurance issues.
• Escalate urgent administrative or client concerns to appropriate leadership.
• Follow established policies, procedures, and HIPAA confidentiality requirements.
• Participate in administrative meetings, training, and workflow improvements as needed.

Qualifications

Required:

• Previous experience in customer service, administrative support, or a patient-facing office setting.
• Strong verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Strong computer skills and comfort using electronic scheduling and recordkeeping systems.
• Ability to maintain professionalism, confidentiality, and appropriate boundaries.
• Dependable, punctual, and capable of working independently in a hybrid environment.

Preferred:

• At least 1 year of experience in a medical office, behavioral health practice, or healthcare administrative setting.
• Experience verifying insurance eligibility and benefits.
• Familiarity with insurance authorization procedures.
• Knowledge of medical or behavioral health insurance terminology.
• Experience with SimplePractice or similar electronic health record systems.
• Bilingual proficiency in English and Spanish.
• Familiarity with HIPAA regulations and patient confidentiality requirements.

What We're Looking For

We are particularly interested in candidates who demonstrate:

• Initiative: Ability to recognize what needs to be done and take appropriate action without constant supervision.
• Accountability: Strong follow-through and ownership of assigned responsibilities.
• Organization: Ability to manage multiple tasks while maintaining accuracy.
• Problem-Solving: Ability to identify concerns, seek solutions, and communicate effectively.
• Compassion: A welcoming, respectful, and culturally sensitive approach to client interactions.
• Teamwork: Willingness to collaborate with clinical and administrative staff.

Compensation & Work Environment

• $18.00–$25.00 per hour, depending on qualifications and experience.
• Hybrid work arrangement with required in-office coverage in the Covina / West Covina area.
• Collaborative, supportive, and mission-driven work environment.
• Opportunities to develop administrative and healthcare coordination skills.

How to Apply

Interested applicants are encouraged to submit their resume and a brief introduction highlighting their relevant administrative, scheduling, and insurance experience.

Please include whether you have experience working in a medical or mental health setting and your availability for in-person and remote work.

Join our team and help us create a welcoming, organized, and supportive experience for the individuals and families we serve.

Hermosillo Family Therapy, Inc. is an equal opportunity employer committed to maintaining an inclusive and respectful workplace.

Pay: $18.00 - $25.00 per hour

Expected hours: No more than 40.0 per week

Benefits:

• 401(k)
• Free parking
• Paid orientation
• Paid sick time

Work Location: In person