Client Experience Specialist

Overview

Reset Brain and Body is seeking a New Client Experience Specialist to play a key role in welcoming clients, supporting intake, and creating a seamless start to their therapeutic journey. Reset Brain and Body is seeking a compassionate and detail-oriented New Client Experience Specialist to serve as the first point of contact for individuals seeking care. This role plays a key part in thoughtfully supporting the intake process and helping ensure clients are connected with clinicians who can best meet their needs.

Reset Brain and Body is an integrative mental health practice serving clients ages 12 and older, offering individual, couples, and intensive services. We specialize in anxiety, chronic stress, depression, self-esteem, and trauma, blending traditional therapy with mindfulness-based approaches. Our team is grounded in professionalism, compassion, integrity, and a commitment to exceptional client care.

• Manage Incoming Calls: Professionally handle incoming phone calls.
• Process New Client Inquiries: Educate prospective clients on insurance and self-pay options, session availability, and the therapy onboarding process.
• Verify Insurance Costs: Verify insurance benefits online, provide good-faith estimates, explain financial responsibility, and ensure accurate documentation and follow-up.
• Schedule Intake Appointments: Coordinate intake scheduling, thoughtfully match clients with clinicians, and deliver a high-quality onboarding experience.
• Clinical Coordination: Communicate and share all relevant intake information with appropriate clinical staff.
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Client Communication: Serve as a primary point of contact for new clients, including scheduling changes and message coordination with team members.
• Documentation Organization: Maintain accurate, thorough records and client tracking.
• Client-Centered Service: Provide consistent, respectful, trauma-informed support throughout the onboarding process.
• Electronic Health Records: Schedule intakes and enter all required data in Simple Practice and internal systems.
• Warm Empathetic Engagement: Create a welcoming experience for clients through compassionate phone and email communication.
• Clear Communication: Communicate effectively with clients, clinicians, and external partners, both verbally and in writing.
• Technology Proficiency: Utilize Google Workspace and Apple systems efficiently for communication, scheduling, and documentation.
• Multitasking Follow-Through: Manage multiple tasks in a fast-paced environment with strong initiative, organization, and attention to detail.

• Strong interpersonal, communication, and conflict-resolution skills.
• Excellent organization, time management, and attention to detail.
• Ability to think analytically, problem-solve, and work independently.
• Experience with client intake, scheduling, and customer service.
• Comfort discussing fees, insurance, and self-pay options with clients.
• Working knowledge of health insurance and electronic systems.
• Ability to prioritize tasks and manage multiple projects in a fast-paced environment.
• Team-oriented with a collaborative, supportive approach.
• Goal-driven with the ability to set and meet realistic timelines.
• Adaptable and flexible in a dynamic work environment.
• High level of professionalism, integrity, accountability, and compassion.
• Comfortable communicating via phone, email, and digital platforms.
• Experience preferred.

$45,000 - $55,000 yearly