ABOUT US
Pediatric Occupational Therapy Services (POTS) is a private pediatric occupational therapy practice dedicated to helping children achieve their fullest potential through evidence-based care. We are a close-knit, collaborative team that takes pride in delivering an exceptional experience for every family — from the first phone call to the last session.
ABOUT THE ROLE
This is the role that makes everything else at our clinic possible.
As our Patient Care Coordinator, you are the first voice families hear, the steady hand behind our therapists' schedules, and the person who keeps everything running smoothly when — not if — three things happen at once.
This is an established position with five years of operational history behind it. Strong systems, documentation, and support are in place to set you up for success. We are looking for the right person to own it.
SCHEDULE
Monday – Thursday: 8:00 AM – 5:00/6:00/6:30 PM Friday: 8:00 AM – 12:00 or 1:00 PM Total: approximately 40 hours/week
Afternoons and evenings are our busiest periods. This role is a great fit if you hit your stride when the day gets full.
WHAT YOU'LL DO
Family Communication & Support
- Primary point of contact for current and prospective families via phone, text, and email
- Respond to inquiries about services, scheduling, insurance, and clinic policies
- Support families navigating out-of-network insurance; coordinate with our medical biller
- Handle sensitive conversations with professionalism, warmth, and genuine care
- Send reminders, follow-ups, scheduling changes, and program communications
Scheduling & Coordination
- Coordinate therapy schedules across multiple providers and programs
- Manage cancellations, rescheduling, and patient intake throughout the day
- Organize groups, camps, evaluations, and seasonal programming
- Anticipate and troubleshoot scheduling conflicts and last-minute changes in real time
Administrative Operations
- Maintain accurate documentation, intake forms, and internal tracking systems
- Coordinate insurance-related communications and collect required documentation
- Create and maintain communication templates and reference guides
- Support leadership with special projects as needed
Therapist & Team Support
- Coordinate daily communication with therapists, admin staff, and interns
- Ensure therapists have what they need to stay focused on patient care
- Assist with onboarding and intern/volunteer coordination
- Help maintain a collaborative, organized clinic environment
WHAT WE'RE LOOKING FOR
Required
- 2+ years of experience in a medical, therapy, or healthcare front office role
- Strong multitasking ability — you can hold several things at once without dropping any of them
- Excellent written and verbal communication skills
- Warm, professional, and family-centered communication style
- High attention to detail and follow-through
- Calm under pressure and flexible when priorities shift
- Discreet with sensitive information
Strongly Preferred
- Background in outpatient therapy (OT, PT, SLP, or behavioral health)
- Familiarity with healthcare communication and scheduling platforms
- Experience with insurance processes and out-of-network billing
- Experience coordinating schedules across multiple providers
ABOUT OUR SOFTWARE
We do most of our work in Google Workspace, use Weave for all patient communication (calls, texts, and faxes, desktop and mobile), Fusion as our EMR, Flodesk for client communications, Calendly, and Adobe for day-to-day operations. Experience with any of these is a genuine plus. Comfort with learning new platforms quickly is required.
WHAT WE OFFER
- $24–$27/hour, commensurate with experience
- Health benefits
- PTO
- A supportive, collaborative team environment
- The satisfaction of being genuinely essential to a practice that changes lives
HOW TO APPLY
Please email your resume and a brief note to [email protected].
In your note, tell us in a few sentences why this role is a good fit for you. Applications without a note will not be considered.
We are actively hiring and hope to fill this role quickly. Early applications are strongly encouraged.
Pay: $24.00 - $27.00 per hour
Benefits:
- 401(k) matching
- Health insurance
- Paid time off
Application Question(s):
- Are you available to work 40 hours a week beginning at 8:00 AM Mon.-Fri through 5:00-6:30 PM Mon,-Thurs. and 1:00 PM on Fri.?
Education:
Experience:
- Administrative: 2 years (Required)
Work Location: In person
