Operations Coordinator
Scheduling & Insurance | Full-Time | In Office | Pacific Grove, CA
If your Google Drive is impeccably organized, your calendar is color-coded, and you genuinely enjoy creating order out of chaos, you might be exactly who we're looking for.
You're the kind of person who notices details others miss. You write professionally with excellent grammar, communicate with confidence and kindness, and don't wait for someone else to solve a problem. When you don't know the answer, your first instinct is to research it, think it through, and then ask thoughtful questions if you still need guidance.
You enjoy learning new systems, can juggle multiple priorities without dropping the ball, and take pride in doing things accurately the first time. You rely on well-organized digital systems (not your memory) to stay on top of your work, and you genuinely enjoy helping things run smoothly behind the scenes.
If this sounds like you, keep reading.
About Us
Monterey Bay Therapy Services is a pediatric speech and occupational therapy practice located in Pacific Grove, California. We support a team of 15 therapists and the families they serve, and we're looking for two full-time Operations Coordinators to join our administrative team.
These are not typical front office positions.
We're hiring two professionals who will be cross-trained in both scheduling and insurance authorizations, allowing our team to provide seamless coverage and exceptional service every day.
Our office is fast-paced, collaborative, and supportive. Everyone has ownership of their role, but everyone is also willing to jump in and help when needed. We have high expectations because the work we do matters but we also believe people do their best work when they're trusted, respected, and genuinely supported. Our team stays because we value one another, invest in training, and have created a workplace that feels professional, positive, and family-oriented.
Who Thrives Here
Our best team members are:
- Exceptionally organized and detail-oriented.
- Resourceful and proactive.
- Calm under pressure and adaptable when priorities change.
- Excellent written and verbal communicators.
- Emotionally intelligent and able to communicate effectively with families, clinicians, physicians, and insurance representatives.
- Comfortable making phone calls and advocating for patients.
- Able to work independently while contributing to a collaborative team.
- Committed to following established systems and processes.
- Curious, eager to learn, and motivated to continuously improve.
This position is not a good fit if you:
- Need constant supervision or frequent reminders.
- Wait to be told what to do next instead of taking initiative.
- Dislike making phone calls.
- Struggle to prioritize multiple deadlines.
- Become overwhelmed when plans change.
- Avoid learning new technology or software.
- Take constructive feedback personally.
- Prefer routine over problem-solving.
- Want a job where you can simply "check the boxes" each day.
What You'll Do
Our Operations Coordinators are cross-trained in two essential areas of our practice.
Scheduling & Patient Coordination
- Manage schedules for 15 therapists.
- Coordinate evaluations and ongoing therapy appointments.
- Register new patients and manage intake paperwork.
- Monitor cancellations, reschedules, and make-up appointments.
- Communicate schedule changes with families and clinicians.
- Serve as one of the first points of contact for new and existing families.
Insurance & Authorizations
- Submit and track insurance authorizations.
- Verify insurance eligibility and benefits.
- Monitor authorization expirations and visit limits.
- Navigate insurance portals and payer websites.
- Maintain accurate records using WebPT and Google Workspace.
- Ensure timely follow-up so children receive services without unnecessary delays.
Qualifications Required
- Minimum of seven years of experience in a medical office.
- Experience with scheduling, referrals, and/or insurance authorizations.
- Bilingual in English and Spanish is absolutely required to serve our client demographic.
- Excellent grammar, writing, and communication skills.
- Strong organizational and time management abilities.
- Proficiency with Google Workspace.
- Strong computer skills and the ability to quickly learn new software.
- Commitment to maintaining HIPAA compliance and patient confidentiality.
Preferred
- Experience in a therapy practice (Speech, Occupational, or Physical Therapy).
- Experience working with Central California Alliance for Health, JIVA portal, and commercial insurance plans.
- Experience with WebPT or another electronic medical record system.
- Intermediate to expert skills in excel/google sheets
- 50 WPM (words per minute) with high accuracy (95%+)
- Preferred: 60–70 WPM
What We Offer
- Competitive pay (based on experience).
- Health, dental, and vision insurance.
- 401(k) with employer match.
- Paid time off and generous paid holidays.
- A supportive, family-friendly workplace.
- Strong leadership and ongoing training.
- Opportunities for professional growth as our practice continues to expand.
Ready to Apply?
If you're looking for a role where your organization, communication, and problem-solving skills truly make a difference, we'd love to meet you.
Please submit your resume and if you want to skip to the front of the line, send a quick intro video or cover letter to us at [email protected]
Tell us:
- Why this position caught your attention.
- Why you believe you'd be a great fit for this role.
- An example of a time you improved a process, solved a challenging problem independently, or created a system that made your work more efficient.
Pay: $25.00 - $30.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
