Pediatric Clinic Intake Coordinator/Receptionist

The Intake Coordinator is the first point of contact for new families seeking pediatric therapy services, and is responsible for guiding them through the intake process with professionalism and empathy. The Intake Coordinator not only directly impacts the ease with which families access necessary care but also sets the tone for a supportive and compassionate therapeutic environment, reinforcing the clinic's reputation for exceptional patient care and professionalism.

If you are looking for a welcoming and supportive work environment, where you can stay long term, grow professionally and make a difference in the lives of children and families, then this is the place for you!

Salary:
Hourly Rate: $21 to $23 hour, based on years of experience

Benefits:

• Medical, dental, and vision insurance
• 6 paid Holidays
• Paid Time Off ( 80 to 120 hrs , based on tenure)
• 401k Retirement plan
• Student Loan Repayment Assistance ( $200 to $400/month , based on tenure)
• CEU Reimbursement ( $300 to $1000 , based on tenure)
• Additional Therapy Supply Reimbursement (up to $200 per calendar year)

Role and Responsibilities:

• Assess therapist schedules and clinic capacity for new patient availability.
• Prioritize patients on the waitlist by urgency, condition severity, referral order, and clinic slots.
• Communicate waitlist status and expectations clearly to families.
• Maintain accurate waitlist records, including contact details and referral sources.
• Regularly update waitlist status and expected wait times.
• Ensure patient information security and compliance with confidentiality regulations.
• Provide regular reports to management on waitlist status and trends.

• Schedule appointments for waitlisted or referred patients promptly, ensuring all documentation is complete.
• Coordinate with therapists to match patients with appropriate specialties and availability.
• Adjust the schedule for urgent cases as needed.
• Clearly explain the intake process and provide essential information to families.
• Distribute signed intake forms and Welcome Packets during the first visit.
• Inform families about expectations regarding attendance, cancellations, and policies.
• Provide evaluation reports to parents/legal guardians as needed.
• Facilitate clinic tours for families upon request.

Reception Duties:

• Greet and check in patients and families professionally.
• Answer phone calls, screen inquiries, and provide accurate information.
• Collect co-pays and payments at check-in.
• Address and escalate patient concerns as needed.
• Schedule and reschedule patient appointments.

Scheduling Responsibilities:

• Coordinate therapist schedules via EMR software and communicate changes.
• Document patient scheduling and notes accurately in the EMR.

Front Office Responsibilities:

• Maintain communication with therapists and staff; report concerns promptly.
• Respond to emails and inquiries professionally.
• Audit and organize patient charts, including discharged files.
• Manage incoming faxes, mail, and voicemails.
• Participate in daily clinic routines and maintain supplies.
• Keep the reception area and waiting room clean and organized.
• Assist with clinic maintenance.
• Attend staff meetings.

About Us:
Whole Child Therapy, Inc. is a dynamic and growing pediatric therapy practice with locations in Claremont, CA, and Rancho Cucamonga, CA. We are owned and operated by a husband and wife team, both of whom are experienced occupational therapists. Since opening our doors in 2018, our clinic is committed to providing high-quality therapy services using a whole-child approach and cutting-edge techniques.

Our core services focus on pediatric occupational therapy and speech therapy. We also proudly offer specialized programs, including feeding therapy, assistive technology and Augmentative and Alternative Communication (AAC) services, and social skills programs. We partner with several public school districts, charter schools, and non-public schools, extending our reach and impact across the community.

What Sets Us Apart?

• Whole-Child Approach: We focus on the complete well-being of each child, addressing physical, emotional, social, and cognitive needs to create comprehensive treatment plans.
• Collaborative Environment: Our multidisciplinary team works together to develop tailored treatment plans, fostering a culture of collaboration and support.
• School-Based Services: Therapists have the flexibility to work in either our medically-based outpatient clinic or within school districts, thanks to our partnerships with local schools. This option allows our therapists to specialize in their preferred setting so they can thrive in the environment that best suits their professional goals.
• Professional Development: We invest in our team's continuous growth through workshops, seminars, and training, encouraging therapists to pursue specializations and certifications.
• Supportive Leadership: Led by therapists who understand the profession, we prioritize employee well-being and satisfaction through empathetic and supportive leadership.

Qualifications :

Education: High school diploma or equivalent

Experience:

• At least 1-2 years of experience as a receptionist or in a customer service role, preferably in a healthcare setting.
• Proficiency in using computer systems and software applications, including electronic medical records (EMR) systems and Microsoft Office.

License(s): Drivers License Other: Must pass a criminal background check.