Front Office Coordinator - Therapy

Front Office Coordinator - Medical

Location: Pediatric Therapy Outpatient Clinic (Speech, Occupational, and Physical Therapy)
Reports To: Director of Front and Back Office

Job Summary:

The Medical Front Office Coordinator is a vital member of our team, responsible for managing daily scheduling, client check-ins, submitting authorizations, and maintaining an organized, clean, and welcoming environment. This role involves creating and updating therapy schedules, supporting therapists and families, coordinating with other office staff, and ensuring smooth clinic operations. Strong communication skills, adaptability, and a commitment to high-quality service are essential for success in this role.

Key Responsibilities: Scheduling Coordination:

• Create and maintain clinician schedules, ensuring productivity standards are met across disciplines.
• Coordinate evaluations, reevaluations, and progress notes in collaboration with the Authorizations Coordinator.
• Manage scheduling inquiries via phone and email, and reschedule or cancel therapy sessions as needed.
• Efficiently communicate with families to emphasize the importance of rescheduled sessions.
• Confirm appointments for new client evaluations and maintain accurate records of scheduling processes.
• Notify therapists and lead staff of schedule changes, cancellations, or no-shows.

Authorization Management:

• Submit and follow up on authorizations for therapy services, evaluations, and progress reports.
• Ensure all documentation required for authorizations is accurate and submitted on time.
• Collaborate with the Authorizations Coordinator to troubleshoot and resolve authorization issues.

Front Office and Client Interaction:

• Greet and communicate with clients and families, ensuring timely check-ins for therapy appointments.
• Verify insurance information, obtain necessary paperwork (e.g., consent forms, parent questionnaires), and upload to the clinic’s management system.
• Notify therapists of client arrivals, late arrivals, or cancellations.
• Assist with locating referrals and ensuring proper follow-up.

Clinic Cleanliness and Maintenance:

• Follow daily and weekly cleaning checklists, ensuring treatment spaces, offices, and therapy gyms are clean and well-stocked.
• Clean and sanitize toys, feeding therapy supplies, and highchairs regularly.
• Monitor and replenish cleaning supplies and therapy equipment as needed.

Team Support:

• Serve as a backup scheduler by answering phones, assisting with scheduling, and ensuring client needs are met in the absence of the Scheduling Coordinator.
• Assist therapists with additional tasks such as laminating, copying, or organizing materials.
• Conduct monthly inventory of office and therapy supplies in collaboration with the Clinic Manager.

Qualifications:

• High school diploma or equivalent required; associate degree or higher preferred.
• Previous experience in medical office administration, scheduling, or customer service preferred.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in medical scheduling software and basic office technology.
• Experience with submitting and managing authorizations preferred.
• Ability to maintain a positive and professional demeanor in a fast-paced environment.
• Attention to detail and a commitment to maintaining confidentiality and accuracy.

Working Environment:

• Pediatric-focused outpatient therapy clinic with a supportive and family-friendly atmosphere.
• Collaboration with a multidisciplinary team, including Speech, Occupational, and Physical Therapists.

Physical Requirements:

• Ability to sit, stand, and move throughout the clinic for extended periods.
• Occasionally lift or move light equipment or supplies (up to 25 pounds).

Compensation and Benefits:

• Competitive hourly rate, commensurate with experience.
• Benefits include paid time off, health insurance, and opportunities for professional development.

Join our team and make a difference in the lives of children and families by ensuring smooth clinic operations, efficient authorizations, and high-quality care!