Clinic Coordinator - Arlington, VA (NW DC and nearby areas)

Job Description

Job Description

Bright Day Pediatrics Therapies is currently looking for a Clinic Coordinator.

Below are the details of the position:

Salary: $56,000 – $60,000/year (commensurate with experience)

Type: Full-time, onsite

Location: NW Washington, DC (Palisades/Georgetown)

Perk: Free onsite parking

Schedule: Salaried, full-time. Generally 8:00 AM – 4:30 PM OR 10am-6:30pm; hours may shift as the clinic grows. 

About Bright Day

Bright Day Pediatric Therapies is a new multidisciplinary center serving children with autism and related developmental needs. We currently provide ABA Therapy and will be expanding to include Speech and Occupational Therapy later this year, to provide a truly coordinated, one-stop center-based setting.

Families often come to us at a moment that feels uncertain or overwhelming. Our goal is to make high-quality care easier to access, easier to understand, and easier to sustain.

We’re building Bright Day to be:

• Thoughtful and well-organized for families

• Supportive and well-run for clinicians

• Focused on meaningful, real-world progress for children

Care that feels simple. Progress that’s powerful.

This work matters deeply to the families we serve—and we look for people who feel a connection to that.

About the Role

This role is the operational backbone of the clinic and a direct support to the Founder. It exists to make sure that families are heard and guided, that the clinical schedule holds together across a growing roster of clients and staff, that intake and insurance authorizations move forward without delays, and that the clinic runs smoothly every day.

You'll be the first person families interact with, often at a stressful moment in their lives. That means being warm, responsive, and organized, even when you're juggling multiple things at once. Inside the clinic, you'll make sure information is complete and accurate, the space is ready, and nothing falls through the cracks. You'll also serve as the Founder's right hand, managing calendar, coordinating vendors, handling client and candidate logistics, and picking up whatever needs doing on a given day.

The work is detail-oriented and process-driven. As the clinic grows, the mix of responsibilities will shift, but the core of the role stays the same: keeping things organized, moving, and well-run.

When this role is working well, clinicians are focused on care, families experience the clinic as well-run, and the Founder is freed up to grow the business. It is the kind of role where the quality of your work and professionalism is felt and the impact is real.

What You’ll Do

Build and Manage the Client Schedule

• This is one of the most complex parts of the role. On any given day, each RBT sees 2–3 clients, and each client works with 2–3 RBTs. Every client has a different schedule, every RBT has a different schedule, and as we grow, we're adding new clients and new staff regularly.

• You'll build and maintain daily schedules with input from clinical leads, balancing authorized hours, staff availability, and consistent RBT-client pairings. When things shift, you'll need to adjust the schedule without losing the thread. 

• You'll also speak directly with families about scheduling, which sometimes means guiding a family toward a start time that works best for their child's access to care, even when it requires a change to their routine.

• Success Looks Like: The schedule works. Clinicians know where they're going each day. Families feel their child's schedule was handled thoughtfully. Conflicts and gaps are caught before they cause problems.

Run intake and coordinate authorizations

• The intake process is end-to-end: speaking with families to understand their child's needs and availability, describing the clinical work we do in terms a family can picture their child benefiting from, submitting paperwork for eligibility verification, recording benefits, preparing insurer-specific documentation for assessment authorization, scheduling the assessment, then submitting for treatment authorization. Each insurer has different requirements, and you'll learn to navigate them.

• Learn and independently operate the clinic's core systems: our electronic medical record (Passage Health), our third-party billing and authorization partner (Missing Piece), and our payment platform (Square).

• Enter accurate patient information into Passage Health. Send required materials to Missing Piece. Track re-authorization timelines and required documentation using Passage Health and Excel.

• Process weekly payments from commercially insured families via Square.

• Follow up on outstanding items and flag delays early.

Success Looks Like: Intake is complete, accurate, and efficient. Re-authorizations start and finish on time. Payments are collected consistently. The Founder doesn't need to be in these systems for routine operations.

Support the Founder & Day-to-Day Operations

• Handle delegated tasks — research, follow-ups, outreach, tech implementation, document prep — with minimal direction and reliable follow-through.

• Success Looks Like: The Founder can hand something off and trust it's done. You anticipate or figure out what's needed in the process of executing, not just respond to what's asked.

Support Families and Communication

• Answer phones, emails, and faxes and provide information that helps our stakeholders (parents and referrers) understand what to expect and what’s needed from them.

• Keep communication clear and consistent, so families and referrers always know where things stand.

Success Looks Like: Stakeholders feel informed, supported, and not left wondering what comes next.

Keep the clinic running day to day

• Open and/or close the clinic (schedule dependent).

• Keep the space clean, organized, and stocked. At Bright Day, everyone helps with end-of-day cleanup, even the Founder. A clean, organized clinic is part of the care we provide to our clients and to each other.

Success looks like: You take pride in the physical space and realize that a clean, organized clinic is a vital part of the care we provide.

Help us improve over time

• Notice where things get confusing or inefficient.

• Suggest practical improvements.

• Work closely with leadership and clinical staff to address issues.

• Help document our 'Standard Operating Procedures' (SOPs) so that as we grow, our quality stays the same.

Who This Role Is a Good Fit For

• You're Type-A in the best sense: You like systems, you like things buttoned up, and loose ends bother you.

• You thrive when you're busy and managing a lot of moving pieces at once.

• You're good with people: You can balance a family's needs against the clinic's constraints and land on something that works, without leaning on pressure. You communicate clearly and professionally.

• You like having ownership over your work.

• You take pride in things running smoothly.

• You're comfortable switching between high-level coordination and everyday tasks without seeing anything as "below you."

• You are excited to help create the checklists and workflows that don't exist yet.

• You learn new software and systems quickly — and enjoy figuring them out.

• The work we do and the families we serve resonate with you.

• Bachelor's degree or equivalent is required; clinic or healthcare experience is a plus.

Who This Role Is Not a Fit For

• Juggling a lot of competing demands at once leaves you stressed out and drained.

• You tend to leave things partially complete.

• You need constant direction to stay on track.

• You prefer a slower or more structured environment.

This role isn’t for everyone and that’s ok. 

Growth Opportunity

For someone who masters the fundamentals of this role and grows with the clinic, there is a natural path toward a Clinic Manager role over time. We'd love to promote from within, but the foundation is doing this job exceptionally well first.

Compensation

• $56,000-$60,000/year, depending on experience

• Full-time position

• Paid holidays and time off, plus access to the District’s Paid Family Leave Program (up to 14 weeks off)

• Health care stipend

• Access to company 401(k) program

• Based in our NW Washington, DC clinic (Palisades/Georgetown, free onsite parking)

Schedule: 

This is a salaried, full-time role. Core hours are generally 8:00 AM – 4:30 PM, though as the clinic grows, hours may shift based on operational needs — for example, toward a later window like 10:00 AM – 6:30 PM. Like any busy clinic, some days will run a little longer and some weeks will be lighter than others. We focus on the work getting done well, and we'll always communicate planned schedule changes with reasonable advance notice.

If you take pride in doing everyday things well — and you care about the families on the other side of that work — we'd love to hear from you.