Position Summary

The Clinic Care Coordinator is the onsite operational anchor during Sayit’s afternoon and evening therapy hours. This person helps keep the clinic running smoothly by supporting families, clinicians, scheduling, front desk communication, and daily administrative follow-through.

This is a non-clinical role. The Clinic Care Coordinator does not provide therapy, clinical advice, billing decisions, or diagnostic information. Instead, they help ensure that families, clinicians, and administrative systems stay connected and organized.

The ideal candidate is friendly, calm under pressure, detail-oriented, professional with families, and comfortable working in a small but growing private practice environment.

Key Responsibilities

Family & Front Desk Support

• Greet families and clients warmly when they arrive.
• Help maintain a welcoming, calm, and organized clinic environment.
• Assist with check-in and check-out flow.
• Direct families to the appropriate therapy room or waiting area.
• Answer basic non-clinical questions about scheduling, forms, and clinic procedures.
• Escalate clinical questions to the appropriate clinician or supervisor.
• Support positive family experience during high-traffic clinic hours.

Scheduling & Attendance

• Manage daily schedule flow during onsite hours.
• Track arrivals, cancellations, late arrivals, no-shows, and schedule changes.
• Communicate schedule updates to clinicians and families as needed.
• Assist with recurring appointment scheduling.
• Support rescheduling and makeup session coordination.
• Confirm upcoming appointments when needed.
• Help keep clinician schedules accurate and productive.

Intake & Client Onboarding Support

• Assist with new client intake follow-up.
• Ensure families complete required forms.
• Collect and organize insurance information, referrals, and intake documents.
• Help prepare new clients for evaluation or therapy start.
• Track where each new family is in the onboarding process.
• Communicate missing administrative items to families.

Case Activation Support

After an evaluation is completed, the Clinic Care Coordinator helps ensure the case moves smoothly into treatment by tracking whether:

• The evaluation report is completed.
• The handoff has been sent to the SLPA Supervisor.
• The family has been contacted about treatment scheduling.
• Insurance or authorization status has been reviewed.
• The SLPA Supervisor has what they need to activate the case.
• The SLPA has been scheduled appropriately once treatment is ready to begin.

The Clinic Care Coordinator does not make clinical recommendations or interpret evaluation results.

Billing & Payment Support

• Collect copays, balances, or payment information when directed.
• Help ensure payment records are updated according to Sayit procedures.
• Notify the billing specialist or owner of payment issues.
• Support families with basic billing process questions.
• Escalate insurance, coding, denial, or reimbursement questions to the billing specialist or owner.

Clinic Operations

• Keep the waiting area, therapy rooms, and shared spaces organized.
• Help prepare rooms between sessions when needed.
• Ensure materials are returned to the correct places.
• Monitor basic clinic supplies and notify the owner when items need to be reordered.
• Help maintain a calm and professional environment during busy transition times.
• Support opening or closing tasks during scheduled hours.

Communication & Follow-Up

• Respond to routine calls, texts, or emails using approved Sayit language and procedures.
• Route family questions to the correct team member.
• Send reminders, follow-ups, and administrative messages as assigned.
• Maintain professionalism and confidentiality in all communication.
• Provide the owner with updates about operational issues, family concerns, or scheduling gaps.

Weekly Reporting

Provide a brief weekly update including:

• New inquiries received
• Families awaiting intake completion
• Evaluations scheduled
• Evaluation-to-treatment cases pending
• Schedule gaps or cancellations
• Payment or billing issues needing review
• Parent communication concerns
• Supplies or clinic needs
• Any urgent operational bottlenecks

Required Qualifications

• Prior experience in administrative, front desk, healthcare, education, childcare, or customer service role
• Warm and professional communication style
• Strong organizational skills
• Ability to multitask during busy clinic hours
• Comfort communicating with parents and caregivers
• Dependability and punctuality
• Strong attention to detail
• Ability to maintain confidentiality
• Comfortable using scheduling, email, and basic office systems
• Willingness to learn Sayit’s workflows, values, and communication style

Preferred Qualifications

• Experience in a pediatric therapy clinic, medical office, private practice, school, childcare center, or family-facing healthcare setting
• Experience with JaneApp or similar practice management software
• Familiarity with insurance intake, benefits verification, authorizations, or healthcare scheduling
• Comfortable working in a neurodiversity-affirming environment
• Experience supporting children and families with warmth and patience

Ideal Candidate

The ideal candidate is someone who:

• Notices what needs to be done without being asked repeatedly
• Makes families feel welcomed and respected
• Communicates clearly and kindly
• Keeps systems organized
• Can handle busy afternoon transitions calmly
• Understands that small details matter
• Protects confidentiality
• Enjoys being part of a mission-driven team
• Is comfortable asking questions when something is unclear
• Can follow procedures while still bringing warmth and initiative

Boundaries of the Role

The Clinic Care Coordinator does not:

• Provide therapy
• Interpret evaluations
• Give clinical advice
• Discuss diagnoses or treatment recommendations
• Change therapy goals or schedules without approval
• Make insurance coverage promises
• Change CPT codes or billing decisions
• Waive fees or balances
• Supervise clinical staff
• Handle confidential information outside approved systems

Clinical questions are routed to the appropriate clinician or SLPA Supervisor. Billing and insurance questions are routed to the billing specialist or owner.

Schedule

This is a part-time, onsite position.

Starting schedule:

2:00 PM–7:00 PM, 2–3 days per week