Job Title:
Front Office Coordinator - Pediatric Therapy Reception
About TheraPlay Spot
TheraPlay Spot is a therapist-owned family-friendly pediatric outpatient clinic situated in the heart of Wichita, just a five-minute walk downtown and the iconic Keeper of the Plains. Our sensory-focused clinic features a forest-themed waiting room, creating a playful work atmosphere while maintaining excellence in our services. Join us in helping child and their families succeed where they would otherwise struggle.
About The Role
The Front Office Coordinator is the welcoming face of our pediatric therapy clinic and sets the tone for our fun, whimsical environment. This role is perfect for someone who truly loves children, has a cheerful and positive demeanor, and creates a warm, inviting atmosphere for every family who walks through our doors. As the first point of contact, you will ensure that patients and families feel valued and cared for while managing scheduling and administrative tasks with exceptional organization and attention to detail.
Compensation
Pay: $16.00-$17.00/hr
** +$1/hr increase for bilingual **
Status: On-Site, Full-Time 30hours/week
Key Responsibilities
Front Desk & Patient Interaction
- Greet patients and families warmly, ensuring a welcoming and professional environment.
- Answer incoming calls promptly and direct inquiries appropriately.
- Provide accurate information regarding clinic services, policies, and appointment details.
Scheduling & Coordination
- Schedule and confirm pediatric therapy appointments (speech, occupational, physical therapy, etc.) using the clinic's scheduling software.
- Coordinate recurring therapy sessions and manage therapist availability.
- Handle cancellations, rescheduling, and waitlist management to optimize appointment flow.
Administrative Duties
- Verify patient demographics, insurance information, and therapy authorizations.
- Collect and process co-pays and other payments accurately.
- Maintain organized patient records in compliance with HIPAA regulations.
- Prepare daily schedules and communicate updates to therapists and staff.
Communication & Support
- Serve as a liaison between families, therapists, and insurance providers.
- Respond to patient inquiries regarding billing, scheduling, and documentation.
- Assist with intake paperwork and ensure all required forms are completed before appointments.
Office Management
- Monitor and maintain front desk supplies and ensure a clean, organized reception area.
- Support other administrative tasks as needed, including faxing, scanning, and filing.
Qualifications
- Experience: Minimum 2-3 years in a medical office setting; pediatric or therapy service preferred by not required.
- Skills: Strong communication, multitasking, and problem-solving abilities; proficiency in scheduling software and Microsoft Office.
- Knowledge: Familiarity with insurance verification and HIPAA compliance.
Required Soft Skills
- Empathy & Compassion: Ability to interact with children and families in a caring and understanding manner.
- Patience: Comfortable working with families who may have complex needs or scheduling challenges.
- Attention to Detail: Ensures accuracy in scheduling, billing, and documentation.
- Adaptability: Handles changes in schedules and priorities calmly and efficiently.
- Professionalism: Maintains confidentiality and demonstrates a positive attitude under pressure.
- Strong Interpersonal Skills: Builds trust and rapport with patients, families, and staff.
- Time Management: Prioritizes tasks effectively in a fast-paced environment.
- Conflict Resolution: Handles difficult conversations with tact and diplomacy.
Full-Time Benefits
- Unlimited unpaid time off with advance approval (pending coverage)
- Healthcare benefit
- Direct Provider Care Membership (paid for by TPS) family medicine practice with unlimited doctor visits, no co-pays, and coverage of most routine health care visits, including OB-GYN.
- See Antioch Med for details.
- Additional adults: $36.46 per paycheck
- Additional children up to age 19: $13.38 per paycheck
- Prescription meds:
- up to 90% off prescription meds (physician cost)
- Aflac supplemental insurance (i.e. short-term disability, accident, life, dental, vision, long-term care, and/or cancer): Company matches up to $50/moth
- 401(k) company matches up to 3.5% for qualified employees
- PTO: 2 weeks/ 1st year. PTO accrual increases by week each year on your Workiversary- up to 5 weeks.
- Employee Assistance Program: with free mental health counseling, financial planning and legal consult
- Worker's Comp insurance
- Unemployment insurance
- Appreciated beyond measure for being a part of our children's success stories!
