Site Coordinator (Medical Front Office) – Full-Time | San Diego, CA
SmallTalk Pediatric Therapy, a San Diego Tribune Top Workplace 2025, is looking for a bright, organized, and compassionate Site Coordinator to join our team at our Scripps Ranch clinic.
We’re a therapist-owned, therapist-run pediatric speech and occupational therapy company with boutique clinics across San Diego. Our Site Coordinators are the heart of each clinic, creating an exceptional experience for families, supporting our therapists, and ensuring the clinic runs smoothly every day.
As the face of the clinic, you'll be the first person families see when they arrive and the person they trust for scheduling, questions, insurance guidance, and ongoing support throughout their therapy journey.
If you're an experienced medical front office professional who enjoys building relationships, staying organized, and helping families navigate healthcare, we'd love to meet you!
Position Overview
- Location: Scripps Ranch (in-person only)
- Schedule: Monday–Friday
- Full-time, salaried position
Why You’ll Love Working Here
- Top Workplace 2025 – San Diego Tribune
- Supportive, positive, and team-oriented culture
- Meaningful work helping children and families access care
- Growth opportunities within a growing pediatric practice
- Full benefits package
What You’ll Do
Create an Exceptional Family Experience
- Create a warm, welcoming, and organized environment for every family
- Oversee the daily operations of the Scripps Ranch clinic
- Maintain an inviting lobby and therapy environment
- Coordinate clinic culture events and staff appreciation activities
- Manage office supplies and clinic purchasing
- Communicate facility maintenance needs
Support Daily Clinic Operations
- Welcome families and serve as their primary point of contact
- Educate families on scheduling, attendance expectations, insurance processes, and office policies
- Schedule, reschedule, and optimize therapy appointments
- Maintain waitlists and help families access services as quickly as possible
- Collect copays and outstanding balances accurately
- Ensure authorizations are in place before services are provided
Support Your Clinical Team
- Coordinate therapist schedules and maximize schedule efficiency
- Arrange same-day coverage for therapist call-outs
- Communicate schedule updates promptly
- Provide administrative support so clinicians can focus on patient care
Maintain Operational Excellence
- Ensure accurate documentation and scheduling within the EMR
- Follow HIPAA guidelines and maintain patient confidentiality
- Stay current on company policies and procedures
- Collaborate with leadership and administrative departments
- Assist with special projects and clinic initiatives as needed
What We’re Looking For
- Minimum 5 years of medical front office (required)
- Experience coordinating provider schedules in a healthcare setting
- Experience with EMR systems (RainTree preferred)
- Excellent customer service and communication skills
- Strong organization, and problem-solving abilities
- Comfortable working in a fast-paced, multi-provider environment
- Proficient with Google Workspace or Microsoft Office
- Positive attitude with the ability to build strong relationships with families and staff
- Self-motivated with excellent time management
- Passion for helping children and supporting a collaborative team
Compensation & Benefits
- Competitive salaried position (40h/week)
- Performance bonus opportunities
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid time off, sick leave, and paid holidays
- Paid winter break
- Professional development and advancement opportunities
About Us
Our Mission: To help EVERY child in San Diego reach their greatest potential.
We’re not just a workplace — we’re a family. Our team supports each other, celebrates wins, and has a lot of laughs along the way.
Ready to love your job again?
Apply today and join a team that’s making a difference every single day.
Learn more: www.smalltalkspeech.com | Instagram: @smalltalkspeechandot
Job Type: Full-time
Pay: $59,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible schedule
- Health insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Application Question(s):
- Have you worked in a pediatric medical office or therapy clinic?
- How many providers' schedules have you managed at one time?
- Which EMR systems have you used?
- Have you regularly answered a multi-line phone system in a busy medical office?
- What interests you most about working with children and families at SmallTalk Pediatric Therapy?
- What is your desired salary?
Experience:
- medical front office: 5 years (Required)
Location:
- San Diego, CA 92131 (Required)
Ability to Commute:
- San Diego, CA 92131 (Required)
Work Location: In person
