Clinic Coordinator

Overview

The Clinic Coordinator is responsible for ensuring the smooth daily operation of Play Thinks 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.

• 401(k)
• Competitive salary
• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

• 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

• 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

• 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

• 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

• Escalate complex, clinical, or sensitive matters to the Clinical Operations Manager
• Identify operational gaps and communicate proactively
• Support leadership with administrative projects as assigned

• 1+ year 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

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).