Clinic Coordinator - Fairfax, 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 (rare in DC!)
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 are actively expanding to include Speech and Occupational Therapy 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 intake moves forward without delays, that the clinic is running smoothly every day, and that the Founder can focus on clinical growth and strategy instead of logistics.

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 candidate logistics, and picking up whatever needs doing on a given day.

 

The work is detail-oriented and process-driven. This is a role for someone who takes quiet pride in execution — the follow-up that didn't slip, the process that works, the family who felt taken care of. 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 calm and 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, even if it's quiet.

What You’ll Do

Support the Founder

• Manage the Founder's calendar, schedule meetings, and coordinate logistics for interviews, vendor calls, and other operational needs.

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

• Serve as a thought partner on day-to-day operational questions and help keep priorities moving. Success Looks Like: The Founder can hand something off and trust it's done. You anticipate what's needed, 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.

Run intake and coordinate authorizations

• Add and track new patients through the intake process, including sending and confirming paperwork, and follow-ups to keep things moving.

• 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.

• Manage the clinical schedule with input and direction from lead clinicians.

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.

 

Keep the clinic running day to day

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

• Keep the space clean, organized, and stocked.

• Coordinate with staff and vendors (furniture assembly, cleaning team, etc) as we fit out additional treatment rooms. 

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 are highly organized and follow through consistently.

• You communicate clearly with both families and professionals.

• 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

• You tend to leave things partially complete.

• You need constant direction to stay on track.

• You prefer a slower or less 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.

Apply:

Send your resume and a brief note about why this role interests you to View email address on ziprecruiter.com. Every application is read by a real person — we review on a rolling basis and aim to respond within 1-2 weeks.

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.