Clinic Coordinator

Benefits:401(k)Competitive salaryDental insuranceHealth insuranceOpportunity for advancementPaid time offTraining & developmentVision insurancePosition SummaryThe Clinic Coordinator is responsible for ensuring the smooth daily operation of PlayThinks across service lines. This role executes clinic schedules, manages day-to-day administrative operations, supports intake processes, coordinates communication between families and staff, and maintains accurate operational systems.Working closely with the Clinical Operations Manager, the Clinic Coordinator plays a critical role in maintaining organization, responsiveness, and continuity of care. After training and transition support, this role will independently manage daily scheduling execution and operational coordination.Essential Duties & ResponsibilitiesClinic Scheduling & Daily Operations Execute daily clinic and staff schedules across service linesManage same-day callouts and coverage coordinationAdjust schedules due to staff absencesAssign and communicate coverageMessage staff when clients are out and confirm coverage assignmentsCommunicate schedule changes to families and staff in a timely mannerMaintain client calendar accuracyUpdate staff availability within scheduling systemsRespond to pick-up and drop-off timing questionsProvide daily schedule clarifications as neededTrack and confirm attendance recordsParent & Front Office CommunicationServe as first point of contact for routine, non-clinical parent inquiriesRespond to general scheduling questionsDirect clinical or sensitive concerns to appropriate leadershipEnsure professional, warm, and consistent communicationIntake & Documentation SupportSupport intake preparation and documentation trackingSend intake forms and track completed paperworkCollect and organize insurance documentationPrepare intake packetsEnsure required documentation is complete and organized prior to start dates Administrative Assist with operational reporting and data entryMaintain accurate scheduling systems and recordsCollect and record client paymentsIssue invoices and payment reminders as directedPay routine bills and manage receipt trackingTracking & Purchasing Office/Clinic materialsCoordinate documentation with leadership or bookkeepingOperational SupportEscalate complex, clinical, or sensitive matters to the Clinical Operations ManagerIdentify operational gaps and communicate proactivelySupport leadership with administrative projects as assignedRequired Qualifications1+ of experience in clinic coordination and behavioral health settingStrong organizational and time-management skillsAbility to manage multiple priorities in a fast-paced environmentProfessional written and verbal communication skillsComfort using scheduling systems, Google Workspace, AI and other digital toolsHigh level of discretion and confidentialityStrong problem-solving skills and calm decision-makingWorking Conditions & Physical RequirementsFull-time, on-site positionMonday–Thursday: 7:30 am – 4:30 pmFriday: 7:30 am – 1:30 pmOccasional SundaysWork is performed in an active clinic environment.Frequent computer and phone use required.Occasional standing, walking between rooms, and light lifting (up to 20 lbs).