Front Desk Coordinator Westchester, NY - White Plains

Overview

Welcome to Brightline! We are searching for a stellar full-time (40 hours/week) Front Desk Coordinator to join our team. In this role, you will play a critical part in establishing trust with our patients, supporting clinicians, and ensuring smooth day-to-day clinic operations. You’ll be a key point of connection for families and providers alike - handling admissions calls, scheduling, inventory management, and other essential administrative functions.

You’ll also help foster a positive office culture, build systems, and incorporate clinician feedback to support providers in the life-changing work they do. This is an exciting opportunity to join a small, brand-new clinic with a mighty team during a pivotal growth phase. Your work will be integral to delivering exceptional support to every member who accesses our services. This is a fully in-person role at our Westchester clinic location (White Plains).

Hours are 9am-5pm (EST), with potential rotational weekend coverage (e.g., every other Saturday).

• Oversee daily clinic operations—from big-picture coordination to day-to-day details—including opening and closing duties and general office upkeep
• Proactively identify opportunities to delight members, reduce administrative burden for clinicians, and improve operational processes as we scale
• Serve as the first point of contact for patients and families, warmly welcoming them to the clinic and checking patients in for visits
• Schedule initial and ongoing appointments for members
• Ensure a seamless patient experience by confirming completion of required paperwork and supporting ongoing scheduling needs
• Provide care coordination support, including communication with PCPs, teachers, and other providers; managing referrals, records requests, and case updates to ensure timely follow-through for families
• Conduct insurance eligibility checks; handle billing, payment inquiries, and collections; and assist clinicians with prior authorizations as needed
• Support in-person and virtual appointments with a range of administrative tasks supporting across Brightline clinics and virtual care settings
• Maintain a welcoming, well-functioning clinic environment, including general upkeep, light décor for special occasions, and coordination with building management and external vendors
• Manage office operations and resources, including office and testing inventory, supply ordering and deliveries, and support in management of the office budget
• Participate in special projects across clinics focused on improving the patient and provider experience
• Support marketing or outreach efforts as needed (e.g., school fairs, pediatric office drop-offs, community events, community calls), representing the clinic professionally

• A passion for our mission to redefine behavioral health for children and their families
• A strong desire to create a standout patient experience, with a background in excellent customer service
• A genuine commitment to supporting clinicians in their life-changing work
• Experience in roles with high autonomy and high expectations
• Enthusiasm for building something new—and the drive to work hard, grow, and make a meaningful impact for families
• Comfort with a wide range of technologies, including email, EHRs, and scheduling tools, and confidence learning new systems quickly and providing thoughtful feedback
• Excellent written and verbal communication skills and a warm, welcoming presence with families
• Strong attention to detail and a commitment to following through on tasks, both simple and complex
• Exceptional organizational skills, flexibility, and the ability to prioritize effectively day to day
• Previous experience in a medical office and/or familiarity with insurance billing (a plus)
• A love of contributing to a thriving office and company culture
• A bias for action—responding quickly and taking ownership
• Nothing is too big, nothing is too small mindset

• Health Coverage:
  Medical, dental, and vision insurance, plus life and long term disability coverage and a flexible spending account (FSA)
• Time Off:
  Paid time off, paid sick time, 12 paid holidays, and paid parental leave
• Financial Wellness:…