Client Services Representative

Catalight

. Serve as the first point of contact for clients and handle the full intake process .

Posted 11/6/2026full-timeRemote • California • United StatesJuniorMid-Level💰 $25 - $30 per hourWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in managing the full client intake process, including scheduling appointments, processing referrals, and adhering to HIPAA protocols. Proficient in customer service, communication, and documentation within healthcare settings.

Highest-signal resume keywords

Client Intake ManagementHealthcare Records ManagementMicrosoft Office ProficiencyCustomer Service ExperienceHIPAA Compliance

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Client Intake ProcessReferral ProcessingAppointment SchedulingDocumentation in EHRDiagnostic EvaluationsAssessmentsService AuthorizationsData EntryMultitaskingTime Management

Soft Skills

Verbal CommunicationWritten CommunicationDe-escalation SkillsSensitivity to DiversityFlexibility

Tools & Technologies

EHR SystemMicrosoft OutlookMicrosoft WordMicrosoft ExcelCell Phone

Certifications & Qualifications

Criminal Record ClearanceOffice of Inspector General Clearance

Industry Keywords

Healthcare IndustryClient ServicesConfidentialityFunder GuidelinesState Regulations

About the role

Key responsibilities & impact

Serve as the first point of contact for clients and handle the full intake process
Answer inbound calls, make outbound calls, and reply to emails
Provide families with information about services, authorizations, and billing
Handle customer requests, sort incoming tasks, and schedule appointments
Manage the end-to-end intake process from diagnostic or intake appointment through placement readiness
Schedule Diagnostic Intakes, Diagnostic Evaluations, BHT Intakes, Assessments, and Interventions
Process new referrals and contact families within required timeframes
Schedule appointments while adhering to funder guidelines, state regulations, and HIPAA protocols
Verify PHI and service authorizations
Resolve or route inbound client calls to the appropriate person or team
Obtain required documentation and address client needs through outbound calls
Document all client contact accurately in the EHR system
Provide high-level customer service while meeting productivity targets and KPIs
Use de-escalation skills and provide service recovery when needed
Escalate cases to leadership according to protocol
Manage personal work queues and process cases according to due dates
Coordinate with Clinical, Billing, Provider Relations, and Quality teams
Track client referrals, approvals, assessments, and final placements
Support coordination of referrals, authorizations, initial assessments, and placement
Follow standard operating procedures and applicable laws and regulations protecting PHI
Perform additional duties assigned by the Manager or Director

Requirements

What you’ll need

High School diploma required
AA or Bachelor’s degree preferred; relevant experience may be considered in lieu of a degree
Two years of experience in a customer service call/contact center
Health care industry experience is preferred
Proficient in Microsoft Office (Outlook, Word, Excel, etc.)
Experience with healthcare records management systems is preferred
Ability to multitask and manage day-to-day responsibilities without supervision
Excellent verbal and writing communication skills; frequent proofreading and checking documents for accuracy
Experience working and communicating with families
Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population
Commitment to meeting deadlines and managing confidential and sensitive matters with good judgment, flexibility, patience, and discretion
Commitment to managing a remote schedule aligned with PST business hours
Must be able to communicate effectively within the work environment and read and write using the primary workplace language
Visual and auditory ability to work with clients, staff, and others continuously
Frequent speaking and listening (25–75%)
Ability to utilize a computer and cell phone (iPhone)
Ability to obtain and maintain criminal record clearance through the Department of Justice (DOJ)
Ability to obtain and maintain clearance through the Office of Inspector General
Must attend all required training