Client Services Representative

Job Description

RATE OF PAY - $23.20 per hour
JOB TYPE - REGULAR PART-TIME 32 HOURS PER WEEK
DEPARTMENT - HEALTH SERVICES
CLOSING DATE: AUGUST 7, 2026

EXAMPLES OF DUTIES

• Greets and registers clients for walk-in or scheduled appointments;
  
• Accurately enters client information into computer system following established protocols;
  
• Answers inquiries from the public and/or directs to appropriate department;
  
• Reviews and updates client electronic health record (EHR) including demographic and insurance information;
  
• Verifies income and payor sources;
  
• Data enters historical immunization records into the state immunization registry, de-duplicates and merges immunization records, processes immunization records requests;
  
• Scans paper files into electronic health records;
  
• Interviews clients to determine health coverage as it applies to private and public funded vaccine programs;
  
• Informs clients about publicly funded vaccine programs, the sliding fee scale and eligibility requirements;
  
• Determines eligibility and communicates eligibility status to clinical staff;
  
• Keeps up to date with changes in insurance protocols as it relates to immunizations;
  
• Schedules appointments according to CDC recommended vaccine schedules and international traveling recommendations;
  
• Makes appointment reminder calls/emails;
  
• Responsible for managing waiting list;
  
• Calculates client visit fees, collects money and outstanding amounts owed by client and assists with claim preparation;
  
• Submits claims to third party billing entities;
  
• Balances end-of-day posting report against cash on hand;
  
• Reconciles any errors before submitting daily deposit;
  
• Takes notes and prepares meeting minutes as directed;
  
• Compiles data for reporting requirements for contracts, grants, and general clinic operations;
  
• Works as member of a client care team, assisting clinical staff to ensure efficient, accurate scheduling practices and quality client care;
  
• Communicates courteously and effectively with clients, families, visitors and staff;
  
• Utilizes language translation services for non-English speaking patients;
  
• Facilitates client flow so clients are seen in a timely manner;
  
• Communicates schedule delays and changes to clients;
  
• Drives a County vehicle and transports supplies to off-site locations for conducting immunization clinics.
  

MINIMUM QUALIFICATIONS

• Requires high school graduation or GED;
  
• Requires one year of face-to-face customer service experience or working in an office or medical setting.

SPECIAL REQUIREMENTS

• New employees will be asked to volunteer vaccination status and communicable disease testing for required vaccines upon hire and will be offered assistance during hiring to receive necessary immunizations.
  
• Requires CPR certification.
  
• Requires a current MT driver’s license.

PHYSICAL/ENVIRONMENTAL DEMANDS

• The work requires frequent standing; sitting for lengthy periods of time;
  
• Occasional light to moderate lifting and carrying of files or clinic supplies (up to 50 lbs.).
  
• The employee may risk exposure to communicable diseases.
  
• Requires working outside of the normal workday hours.