Patient Care & Early Intervention Coordinator for Pediatric Therapy Clinic

Job Description

Job Description

The Patient Care & Early Intervention Contract Coordinator oversees patient intake, care coordination, and scheduling with regional centers, referral sources, and vendors supporting a clinic in California from our Texas office. This position ensures timely access to therapy services, maintains compliance with regional center contracts, supports families throughout the intake process, and promotes efficient clinic operations while providing exceptional customer service.

Essential Duties and Responsibilities

Patient Intake & Care Coordination

• Coordinate the patient intake process from referral through admission to therapy services.
• Verify referrals, authorizations, insurance, and regional center (California) eligibility.
• Collect and maintain accurate patient demographic, medical, and insurance information.
• Educate families regarding therapy services, scheduling, and clinic policies.
• Coordinate evaluations and initiate therapy services promptly.
• Maintain communication with families throughout the course of care.
• Monitor patient progress and assist with continuity of care.
• Coordinate referrals between physicians, schools, regional centers, and community agencies.

Scheduling & Caseload Management

• Build, maintain, and optimize therapist schedules.
• Coordinate evaluations, treatments, reassessments, and follow-up appointments.
• Monitor cancellations, no-shows, and waitlists.
• Maximize therapist productivity while maintaining quality patient care.
• Ensure timely scheduling to meet contract and authorization requirements.

Early Intervention Contract Management

• Serve as the primary liaison between the clinic and Regional Centers.
• Develop and maintain positive working relationships with Regional Center service coordinators.
• Monitor compliance with Regional Center contracts and service agreements.
• Manage authorizations, renewals, and contract documentation.
• Track contract deadlines and ensure timely renewals.
• Assist with contract negotiations and implementation.
• Maintain accurate records related to Regional Center funding and services.

Qualifications

Education & Experience

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• 1-2+ years of experience in patient intake, scheduling, or care coordination, ideally within a pediatric therapy, medical, or early intervention setting.
• Experience working with Regional Centers, insurance authorizations, or healthcare referral processes strongly preferred.

Skills & Abilities

• Strong organizational skills with the ability to manage multiple schedules, deadlines, and priorities simultaneously.
• Excellent verbal and written communication skills, with a warm, professional approach to working with families.
• Comfortable interpreting and tracking contract terms, authorizations, and compliance requirements.
• Proficient with scheduling software, EMR/practice management systems, and standard office software.
• Able to build and maintain productive relationships with Regional Center coordinators, referral sources, and vendors.
• Detail-oriented with strong follow-through on documentation and record-keeping.
• Comfortable working in a fast-paced clinic environment with shifting priorities.

Other Requirements

• Bilingual (English/Spanish or English/Mandarin) a plus, not required.
• Ability to pass a background check consistent with pediatric healthcare setting requirements.