Front Office Ops Coordinator

Job Description

Job Description

At Woven Care , we've intentionally built a culture that embraces challenges: we are both incredibly driven by clinical excellence while encouraging fun (we do work with kids after all!). We believe deeply in the day-to-day impact of our work while also providing opportunities for long-term career growth and leadership opportunities for our clinical team members. We offer real flexibility and manageable caseloads while supporting our team members and being truly collaborative on every case. We think this is what makes Woven Care such a special place to work and why such special people choose to work with us!

We are seeking a dependable and adaptable Front Office Ops Coordinator to support front office operations across our Colorado clinics. This is a floating role focused on providing seamless coverage for Clinic Administrators during planned and unplanned leaves, and/or secondary support to existing. The ideal candidate thrives in a fast-paced, multi-site environment, learns clinic workflows quickly, and delivers consistent, high-quality patient and family experiences wherever they are deployed. This position reports to the Internal Operations Manager.

Compensation and Benefit Information:

• Salary Range: $48,000-$53,000

• Full-time, exempt (salary) position

• Comprehensive healthcare benefits (medical, dental, and vision)

• 401(k) with company match after 1 year

• Tenured paid time off

• Flexible spending account options

• Company-paid life insurance coverage

Ideal Candidate Profile

• Strong front office or patient coordination experience, preferably in a healthcare setting

• Highly adaptable and comfortable floating between multiple clinic locations and teams

• Excellent organizational, time management, and multitasking skills

• Outstanding customer service skills with patients and families

• Quick to learn new systems, workflows, and clinic-specific processes

• Reliable transportation and ability to travel between Colorado-based clinics

• Strong communication and collaboration skills

• Technology proficiency and basic troubleshooting capabilities

Essential Duties and Responsibilities:

Clinic Administrator Support + Leave Coverage

• Provide on-site coverage for Clinic Administrator roles during PTO, leave, or staffing gaps

• Serve as secondary support as front office needs grow

• Uphold front office operations, patient check-in/out, and scheduling standards while covering and supporting

• Step in across multiple clinic locations as coverage needs arise

Patient care and scheduling

• Managing schedule fill

• Supporting therapists meeting their patient care expectations

• Maximizing patient care hours

Daily Operations

• Monitor and report on evaluation, reschedule, and cancellation rates

• Complete End of Day (EOD) reporting for non-documentation issues

• Maintain tour readiness standards throughout the facility

• Align with Advisor on EOD Reports and Schedule Audits

• Update Clinic Manager on customer service matters and operational status

Weekly Operations

• Manage Admin Other Duties scheduling coordination

• Oversee clinic ordering and supplies management

• Participate in productivity consultations with Advisor

• Lead and participate in team meetings

Ongoing Responsibilities

• Customer Service: Ensure exceptional patient and family experience

• Facilities Management: Oversee facility maintenance and vendor contract management

• Technology Support: Provide frontline technology troubleshooting and support

• Process Improvement: Lead process optimization and operational efficiency projects

Other Duties as Assigned

• Complete additional front office and operational tasks as directed by the Internal Operations Manager and clinic leadership

Minimum Qualifications (Knowledge, Skills, and Abilities):

• High school diploma or equivalent required; some college preferred

• 1+ years of front office, scheduling, or patient coordination experience strongly preferred

• Healthcare industry experience strongly preferred

• Valid driver's license, reliable transportation, and ability to commute between Colorado clinics

Schedule and Location:

• Monday–Friday 7:45am – 3:45pm (subject to clinic coverage needs)

• Primary Office: Central West

• Must be able to float and commute to any Colorado-based Woven Care clinic as needed

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer

• Must be able to lift up to 15 pounds at times

• Ability to travel between clinic locations during the workday

Ready to do your best clinical work while actually having a life outside it? Apply today.

Equal Employment Opportunity: We are an equal opportunity employer and do not discriminate based on race, color, religion, national origin, sex, age, disability, or any other status protected by law. Woven Care uses e-Verify to authorize eligibility for employment.