What are the responsibilities and job description for the Pediatric Therapy (OT/ST) Scheduling Coordinator position at Little Land & Recess Therapy?
At Little Land Pediatric Therapy, we are committed to helping children reach their highest potential through innovative and compassionate occupational, physical, and speech therapy services. Our multidisciplinary team offers a fun, nurturing environment where each child can explore, learn, and grow.
Position Overview
We are seeking a highly organized and customer-focused Therapy Scheduling Coordinator to serve as the primary contact for patient scheduling. In this on-site role, you will manage incoming referrals from primary care providers (PCPs), coordinate patient intake and initial evaluations, maintain ongoing scheduling needs (including rescheduling and cancellations), assist with plan of care (POC) organization, and ensure effective communication between families and our clinical team.
Key Responsibilities
Patient Scheduling & Communication
• Act as the main point of contact for families to schedule appointments, therapy sessions, and follow-up visits.
• Maintain accurate and up-to-date appointment schedules, adjusting as needed based on patient and provider availability.
• Manage ongoing scheduling tasks including rescheduling requests, cancellations, and waitlist coordination.
• Provide friendly, empathetic communication to address patient or caregiver questions and concerns.
Manage Incoming Referrals & Patient Intake
• Track and manage all incoming referrals from PCPs, ensuring complete and accurate documentation for each patient.
• Coordinate new patient intakes, gather necessary medical records and forms, and verify patient information.
• Schedule and confirm initial evaluations, working closely with clinicians to minimize wait times.
Plan of Care Coordination
• Monitor each patient’s Plan of Care (POC), ensuring evaluations, progress notes, and re-evaluations are completed within required timelines.
• Communicate any updates or changes in the POC to families and relevant team members.
• Collaborate with clinicians to proactively identify scheduling adjustments necessary to accommodate therapy goals.
Team Collaboration & Administrative Support
• Serve as a liaison between therapy staff, administrative team, and families to ensure efficient and effective service delivery.
• Coordinate with the billing department or finance team when necessary, ensuring patients understand their payment responsibilities and authorization requirements.
• Assist with tracking attendance and compliance, following up on cancellations or missed appointments to optimize scheduling efficiency.
Data Management & Reporting
• Maintain accurate patient information, documentation, and records in the practice management system.
• Generate scheduling reports, appointment confirmations, and related metrics as needed.
• Monitor and address scheduling conflicts or inefficiencies promptly.
Qualifications
• High school diploma or equivalent required; some college or an associate’s degree in a healthcare-related field preferred.
• Previous experience in a medical office or therapy practice (pediatric experience is a plus).
• Strong organizational and multitasking abilities, with keen attention to detail.
• Exceptional customer service and communication skills, both written and verbal.
• Proficiency in scheduling software, electronic medical records (EMR), and Microsoft Office Suite.
• Ability to work collaboratively with a multidisciplinary team and manage sensitive patient information confidentially.
• Familiarity with insurance authorization processes and basic medical terminology is a plus.
What We Offer
• A supportive and family-centered work environment, dedicated to the well-being of our patients and staff.
• Competitive compensation based on experience.
• Paid time off, and professional development opportunities.
• The chance to make a meaningful impact on the lives of children and families in our community.
Salary : $15 - $20