Benefits:

401(k)

Competitive salary

Dental insurance

Health insurance

Opportunity for advancement

Paid time off

Training & development

Vision insurance

Position Summary

The 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 & Responsibilities

Clinic Scheduling & Daily Operations

Execute daily clinic and staff schedules across service lines

Manage same-day callouts and coverage coordination

Adjust schedules due to staff absences

Assign and communicate coverage

Message staff when clients are out and confirm coverage assignments

Communicate schedule changes to families and staff in a timely manner

Maintain client calendar accuracy

Update staff availability within scheduling systems

Respond to pick-up and drop-off timing questions

Provide daily schedule clarifications as needed

Track and confirm attendance records

Parent & Front Office Communication

Serve as first point of contact for routine, non-clinical parent inquiries

Respond to general scheduling questions

Direct clinical or sensitive concerns to appropriate leadership

Ensure professional, warm, and consistent communication

Intake & Documentation Support

Support intake preparation and documentation tracking

Send intake forms and track completed paperwork

Collect and organize insurance documentation

Prepare intake packets

Ensure required documentation is complete and organized prior to start dates

Administrative

Assist with operational reporting and data entry

Maintain accurate scheduling systems and records

Collect and record client payments

Issue invoices and payment reminders as directed

Pay routine bills and manage receipt tracking

Tracking & Purchasing Office/Clinic materials

Coordinate documentation with leadership or bookkeeping

Operational Support

Escalate complex, clinical, or sensitive matters to the Clinical Operations Manager

Identify operational gaps and communicate proactively

Support leadership with administrative projects as assigned

Required Qualifications

1+ of experience in clinic coordination and behavioral health setting

Strong organizational and time-management skills

Ability to manage multiple priorities in a fast-paced environment

Professional written and verbal communication skills

Comfort using scheduling systems, Google Workspace, AI and other digital tools

High level of discretion and confidentiality

Strong problem-solving skills and calm decision-making

Working Conditions & Physical Requirements

Full-time, on-site position Monday–Thursday: 7:30 am – 4:30 pm Friday: 7:30 am – 1:30 pm Occasional Sundays

Work 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).