Client Care Lead (Office Manager)

JOIN A MISSION-DRIVEN PRACTICE THAT SERVES WITH PURPOSE
For more than 30 years, Light Counseling has served thousands of individuals, couples, and families across Virginia and beyond. We provide professional, confidential, distinctly Christian counseling grounded in clinical excellence and God’s truth.
Our mission is simple: bring hope to the hopeless and healing to the hurting.
We are seeking a Client Care Lead who is passionate about serving others, supporting operational excellence, and creating an exceptional experience for clients, providers, and staff. This role serves as the primary administrative leader at the site and works closely with the Clinical Site Manager to ensure smooth daily operations.
WHY JOIN LIGHT COUNSELING
Meaningful work that directly supports client care and experience
Collaborative and supportive team environment
Opportunity to grow in administrative, client-facing, and operational skills
Mission-driven culture rooted in faith and service
Hands-on experience with healthcare systems and client coordination
CONFIDENTIALITY NOTICE
Employment with Light Counseling is confidential and adheres to all federal and state privacy laws and practices (including HIPAA). Employees are expected to exercise sound judgment, maintain discretion, and operate with independence, flexibility, and professionalism within the framework of company policies and procedures.
DUTIES AND RESPONSIBILITIES
Office Administration & Leadership
Oversee daily office operations, including scheduling, front desk functions, and administrative workflows
Support and guide client care staff while serving as a resource for operational questions and concerns
Ensure office supplies, equipment, technology, and facility needs are maintained and addressed promptly
Assist with creating, updating, and implementing office policies and procedures
Maintain a clean, organized, and welcoming office environment
Perform light office upkeep as needed, including tidying shared spaces, sweeping, mopping, restocking supplies, and monitoring facility needs
Patient Services
Ensure accurate collection of client information, insurance verification, and registration documentation
Oversee appointment scheduling to maximize provider efficiency and client access to care
Address client questions, concerns, and complaints with professionalism and compassion
Ensure intake paperwork, consent forms, and assessments are completed prior to initial appointments
Support a positive client experience from first contact through ongoing care
Billing & Financial Coordination
Assist with client billing, payment processing, collections, and account reconciliation
Ensure accuracy of billing documentation and insurance information
Support providers and leadership with resolving billing-related concerns
Monitor administrative processes that impact revenue cycle operations
Clinical and Team Coordination
Serve as a liaison between providers and administrative staff to support effective communication
Coordinate scheduling, administrative needs, and client follow-up activities
Assist providers with administrative tasks and workflow support as needed
Collaborate with leadership to improve office efficiency and client satisfaction
Compliance & Documentation
Maintain compliance with HIPAA and all applicable federal and state regulations
Ensure client records, billing information, and documentation are accurate and organized
Support adherence to organizational policies, procedures, and confidentiality standards
Technology & Systems Management:
Support daily use of Electronic Health Record (EHR) systems and office technology
Assist with troubleshooting basic software and hardware issues
Coordinate with IT support when advanced technical assistance is required
Identify opportunities to improve workflows, systems, and operational processes
KNOWLEDGE, SKILLS, & ABILITIES
Strong leadership, customer service, and interpersonal skills
Ability to communicate clearly and professionally with clients, staff, providers, and community partners
Strong organizational skills with the ability to prioritize multiple competing responsibilities
High level of attention to detail and accuracy
Ability to identify problems, research solutions, and implement improvements
Understanding of confidentiality, HIPAA requirements, and information security standards
Ability to learn, utilize, and train others on office systems, workflows, and technology
Proficiency with Microsoft Office 365 (Outlook, Word, Excel, Teams)
Familiarity with JotForm, Canva, and healthcare-related software platforms preferred
Ability to work independently while contributing positively to a collaborative team environment
MINIMUM QUALIFICATIONS
High School diploma or equivalent
3-5 years of office management, administrative leadership, or related experience
Strong organizational, communication, and problem-solving skills
Ability to work independently and collaboratively
Professional demeanor, initiative, and sound judgment
PREFERRED QUALIFICATIONS
Experience in a healthcare, behavioral health, or counseling setting
Familiarity with Electronic Health Record (EHR) systems
Knowledge of healthcare billing, insurance verification, and collections processes
Understanding of HIPAA and healthcare compliance requirements
Experience leading or coordinating administrative teams
Familiarity with ICD and CPT coding
BENEFITS
Competitive pay
401(k) retirement plan with company match
Opportunities for professional growth and advancement within the organization
Work in a supportive, collaborative, and purpose-driven environment
Participation in company events and mission-focused initiatives
On-site role with regular interaction with team members and clinicians

Employment type
Full-Time, Hourly

Work arrangement
No