Client Coordinator

Playabilities is a multidisciplinary pediatric occupational, physical, and speech therapy clinic with two clinic locations in the Kansas City area (Leawood, KS and Prairie Village, KS). We provide personalized, intensive, and client-centered therapy services for children with various neurodevelopmental disabilities including developmental delays, autism, and sensory processing disorder. We provide a relaxed, yet professional work environment consisting of a collection of highly motivated, self-driven therapists and administrative team members who feed from each other’s love for their job and compassion for helping our families. The culture of our clinic is service-oriented, and our highest objective is providing the best possible treatment and care for our clients, every step of the way.   

Playabilities take great pride in having a culture of belonging and excellence. Each employee embodies Playabilities’ Core Values.  

Passionate about making a difference 

• We are energized through serving others. 

Learn and innovate 

• We strive for personal and professional growth to continuously better serve our company and community.  

Do the right thing 

• We prioritize relationships and make all decisions, but especially people decisions, with integrity.  

We build a village 

• We provide connections and build relationships as a foundation of our services. We build skills and resilience after this foundation is built.  

Share joy and have fun 

We approach our interactions with our families with the intention of helping them achieve and maintain “joie de vivre” or joy of life! 

JOB DESCRIPTION: 

The Client Coordinator will perform all duties associated with the efficient running of the front office and administrative duties at their respective Playabilities Clinic.  

The Client Coordinator assumes a pivotal role in the comprehensive care process, beginning with serving as the Playabilities representative at the time of a client’s evaluation by serving as the main point of contact from there forward and educating on the importance of early intervention and service coordination. This involves ensuring that families are well-informed about the process of receiving therapy at Playabilities. Additionally, the Client Coordinator is responsible for maintaining accurate client profiles in the Electronic Medical Records system (EMR). The Client Coordinator maintains updated Plans of Care for clients throughout their entire treatment process. 

The Client Coordinator completes the “End of Day” processes for daily cancellations and charges on the clinic’s schedule daily, in accordance with the Cancellation Policy. 

The Client Coordinator actively participates in weekly meetings with the Analyst to review incoming clients, scheduling logistics, therapist availability, and overall clinic needs. They provide invaluable daily support and assistance to the Analyst to address scheduling requirements and ensure operational efficiency. 

Processes and/or delegates request for medical records from external parties, including but not limited to doctor’s offices, insurance companies, previous and/or current clients, etc. 

The Client Coordinator extends support to other departments within the organization, demonstrating a commitment to maintaining a cohesive and well-functioning team. This multifaceted role involves managing all incoming communication to the clinic (including but not limited to: faxes, phone calls, text messages, Raintree communication dashboard, and emails), positioning the Client Coordinator as the primary point of contact for addressing situations that arise throughout the day. As the primary point of contact for visitors and clients, the Client Coordinator plays a crucial role in creating a positive and welcoming atmosphere. They are adept at directing queries to the appropriate person or place for resolution. 

The Client Coordinator upholds a professional standard of communication with families, therapists, the clinic team, and the public. The expectation is that all communication be handled promptly and professionally, with a commitment to responding to electronic communication within, at most, two business days. Acting as a liaison for families, the Client Coordinator addresses questions or concerns, directing or escalating them to the appropriate team member for resolution. The Client Coordinator connects families with the right resources, ensuring high-touch services that meet their needs. The Client Coordinator also contributes to fostering a healthy workplace culture by supporting Playabilities Core Values and facilitating clinic-wide events, including baby showers, wedding showers, and miscellaneous employee celebrations. 

Administratively, the Client Coordinator is the face of the front desk and greets clients when they arrive and handles diverse tasks, including processing payments for current clients in the EMR or requesting signatures on paperwork (including the Raintree dashboard of outstanding signature documents). They are also responsible for maintaining clinic supplies and ensuring the functionality of all office equipment. They oversee the clinic lobby’s daily upkeep and general organizational needs and office supply replenishment.  

When clients arrive for their evaluation, the Client Coordinator meets with the parents/guardians of the child to review Playabilities policies and procedures, obtains a credit card and copy of insurance coverage and books the ongoing treatment recommended by the therapist at the conclusion of the comprehensive evaluation. 

The role demands high flexibility and adaptability to cater to the clinic's dynamic needs. The Client Coordinator excels in determining daily priorities, problem-solving, and self-initiating supportive tasks throughout the day to ensure smooth processes for families and therapists alike.  

The Client Coordinator performs insurance verifications for current clients when the family has a change in coverage mid-year, and escalates any issues as needed to the billing team. They also act as the administrator for the patient portal, promptly addressing any technical issues that may arise.  

The Client Coordinator will oversee PRN coverage to ensure continuity of care and coordinate therapist transitions to minimize disruptions for clients. The Client Coordinator will need to be constantly managing the therapist’s ongoing schedules with updates from clients and therapists. If a therapist is out of the office whether due to illness, personal, or extended leave, the Client Coordinator is responsible for ensuring coverage is provided when available by other therapists or by utilizing the PRN Therapist List. The Analyst will ensure that all therapists’ planned time out of the office has a coverage plan that is accurately reflected in EMR.  

 Playabilities’ Team Members will constantly strive to be the best pediatric therapy service provider in the region by continuously improving, going above and beyond, exceeding all expectations, and practicing Playabilities’ Core Values. All Playabilities Team Members are required to adhere to the Health Insurance Portability and Accountability Act (HIPAA) and maintain strict confidentiality concerning all patient, employee, and company proprietary information.  The Client Coordinator is expected to abide by the confidentiality guidelines in the Employee Handbook.  

Other duties as assigned.