Patient Coordinator

Job description:

At Speech Therapy Plus, LLC, we are dedicated to providing high-quality speech, occupational, and physical therapy services to individuals of all ages. Our team is passionate about creating a welcoming, supportive, and professional environment where every client feels valued from the moment they walk through our doors. From our therapists to our front desk and administrative staff, every team member plays an important role in delivering exceptional care and ensuring a positive experience for our clients and their families. We take pride in our collaborative, friendly workplace and are looking for someone who enjoys working with people and wants to be part of a team that makes a difference every day.

Job Overview:

We are seeking a friendly, organized, and detail-oriented Patient Coordinator to serve as the first point of contact for our clients and families. In this role, you will manage appointments, coordinate schedules, and help ensure the day-to-day operations run smoothly. You will work closely with therapists, clients, and fellow administrative team members to provide exceptional customer service, maintain accurate records, and create a positive experience for every family who walks through our doors. As a key member of our team, you will play an essential role in supporting our clinicians and helping our clients receive timely, high-quality care in a welcoming and organized environment.

Key Responsibilities:

• Welcome clients and families, providing a warm, professional, and positive first impression.
• Coordinate and manage therapy schedules to maximize therapist availability and ensure efficient daily operations.
• Schedule, confirm, and reschedule appointments while communicating clearly with clients, families, and therapists.
• Answer incoming phone calls, respond to emails, and assist with scheduling inquiries, cancellations, and general questions.
• Maintain accurate client records and appointment information using our electronic scheduling system.
• Collaborate closely with therapists and administrative staff to ensure schedules align with client needs and provider availability.
• Monitor schedules to identify and fill open appointment times, helping maximize productivity and continuity of care.
• Resolve scheduling conflicts and other administrative issues promptly, professionally, and with excellent customer service.
• Maintain client confidentiality and ensure compliance with HIPAA regulations and company policies.
• Assist with general front office and administrative duties to support the daily operations of the practice.
• Contribute to a positive, collaborative team environment while helping create an exceptional experience for every client and family.

Qualifications:

• Previous experience in a front desk, patient coordinator, administrative, scheduling, or customer service role, preferably in a healthcare, therapy, or medical office setting.
• Experience with scheduling software or electronic medical records (EMR) systems; familiarity with WebPT is a plus.
• Proficiency in Microsoft Office Suite and the ability to learn new software quickly.
• Excellent organizational skills with strong attention to detail and accuracy.
• Outstanding verbal and written communication skills with a friendly, professional, and compassionate approach.
• Ability to manage multiple priorities and remain organized in a fast-paced environment.
• Strong problem-solving skills and the ability to handle scheduling changes and client concerns with professionalism.
• Ability to work both independently and collaboratively as part of a supportive team.
• Commitment to providing exceptional customer service and creating a positive experience for every client and family.

Preferred Qualifications:

• Experience working in a speech therapy, occupational therapy, physical therapy, or other healthcare setting.
• Familiarity with electronic health records (EHR/EMR) systems and scheduling software, including WebPT or similar platforms.
• Knowledge of HIPAA regulations and patient confidentiality requirements.
• Strong customer service skills with experience working directly with patients, families, or the public.

Hiring for the following:

• Full time and Part time
• Monday through Friday
• Weekend Availability Required
• Flexibility to work in all offices. Fair Lawn, Paramus, Ramsey and Secaucus is a MUST.

Job Type: Full-time
Pay: $18.00 - $23.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• On-the-job training
• Opportunities for advancement
• Paid orientation
• Paid sick time
• Paid time off
• Referral program
• Vision insurance
• Wellness program

Experience:

• front desk: 1 year (Preferred)

Ability to Commute:

• Fair Lawn, Paramus, Ramsey and Secaucus

Work Location: In person