Position Summary Olive Speech Therapy is seeking a reliable, organized, and personable Patient Services & Administrative Coordinator to support the day-to-day operations of our pediatric speech therapy practice.
This position plays an important role in creating a positive experience for both our families and our clinical team. The coordinator will serve as a primary point of contact for families, help keep the office running smoothly, assist with insurance and authorization processes, and ensure that important administrative tasks are completed accurately and on time.
The position combines front desk/reception responsibilities, patient communication, insurance and authorization support, administrative coordination, and general office management.
Position Details
- Position: Patient Services & Administrative Coordinator
- Employment Type: Part-time, hybrid
- Hours: Approximately 20–25 hours per week
- Schedule: Approximately 2–3 days per week in the Olive Speech Therapy office, with the remaining hours completed remotely. The specific schedule will be determined based on practice needs.
- Location: Victor, NY
- Compensation: $20–$24/hour, based on experience
- Reports To: Practice Owner/Clinical Director
Key Responsibilities
- Maintain a clean, welcoming, and organized reception area; complete daily light tidying and trash removal.
- Restock the mini refrigerator and other office supplies as needed.
- Monitor office inventory and maintain a running list of items that are low or out of stock.
- Purchase or coordinate the purchase of routine office and clinical supplies, including paper products, toner, paper, coffee, utensils, cleaning supplies, tissues, toilet paper, hand sanitizer, diapers, wipes, water, and other frequently used items.
- Turn the office television slideshow on and off and keep its content updated.
- Answer incoming phone calls and return messages in a timely and professional manner.
- Receive incoming faxes and distribute them to the appropriate team member.
- Disseminate important information to the clinical and administrative team as appropriate.
- Welcome and check in clients and families.
- Answer incoming phone calls and return or direct messages in a timely manner.
- Follow up with families regarding incomplete intake paperwork, including missing insurance information, payment methods, and other outstanding administrative items.
- Collect applicable copays and other patient payments, and update and manage insurance information in the practice management system for appointments.
- Communicate with families regarding late arrivals, missed appointments, and late cancellations, including confirming attendance and communicating any applicable fees.
- Provide professional, timely, and compassionate customer service to families.
- Send Good Faith Estimates (GFEs) and superbills as needed.
- Track and request prior authorization requirements and authorized session usage (CAPs).
- Track the number of therapy sessions available to each client during the calendar year and alert the appropriate team member and family when a client has approximately 10 sessions remaining.
- Assist the SLP responsible for insurance consultations by gathering and reviewing insurance information.
- Review insurance information following consultations and identify potential issues or missing information.
- Make insurance-related calls to resolve coverage, authorization, eligibility, and billing issues.
- Document insurance-related communication and follow-up as appropriate.
- Alert the appropriate team member and family member to insurance concerns that may affect a client's services or coverage.
- Maintain a tracking system for team members' professional license renewal dates.
- Monitor ASHA Certificate of Clinical Competence (CCC) renewal dates and other applicable professional credentialing requirements.
- Provide reminders to team members regarding upcoming renewal deadlines.
- Maintain accurate administrative records and follow up on outstanding tasks.
- Support the practice owner and clinical team with other administrative duties as needed.
Qualifications
- Previous experience in a medical, healthcare, therapy, school, or professional office setting preferred.
- Experience with health insurance, prior authorizations, medical billing, or healthcare administration is preferred but not required.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Professional, friendly, and compassionate approach when interacting with children, families, and team members.
- Strong attention to detail and ability to identify missing or incomplete information.
- Ability to independently prioritize tasks and follow through without frequent reminders.
- Comfortable making phone calls to families, insurance companies, and other professionals.
- Comfortable learning and using electronic health records, scheduling systems, insurance portals, and other technology.
- Ability to maintain confidentiality and handle sensitive patient information appropriately.
- Reliable and dependable.
- Comfortable working independently in a hybrid environment.
Ideal Candidate The ideal candidate is organized, proactive, and dependable, and takes pride in keeping things running smoothly for both our families and our clinical team. We are looking for a self-directed team member who can keep the front office running smoothly, communicate effectively with families, stay on top of deadlines and follow-ups, and help the clinical team spend less time on administrative tasks.
This person should be comfortable switching between tasks throughout the day, from answering a parent's phone call, to checking a client in, to submitting an authorization, to noticing that the office is running low on supplies.
Because this is a pediatric speech therapy practice, a warm, approachable demeanor and comfort interacting with children and families are especially important.
What We Offer
- Part-time, hybrid work schedule
- Consistent combination of in-office and remote work
- Collaborative and supportive pediatric therapy environment
- Opportunity to play an important role in the day-to-day functioning of a growing private practice
- Opportunity to develop skills in healthcare administration, insurance, and pediatric therapy operations
- 401k option
- Paid time off
Core Areas of Responsibility The successful candidate will be responsible for keeping the practice organized and moving forward in five key areas:
- Front Desk & Office Management
- Family & Patient Communication
- Insurance & Authorization Support
- Administrative Follow-Up & Compliance
- Team Support
Pay: $20.00 - $24.00 per hour
Benefits:
Work Location: Hybrid remote in Victor, NY 14564
