Clinic Intake Coordinator/Receptionist

at  Whole Child Therapy Inc

Description:
Job Description
The Intake Coordinator is the first point of contact for new families seeking pediatric therapy services, and is responsible for guiding them through the intake process with professionalism and empathy. The Intake Coordinator not only directly impacts the ease with which families access necessary care but also sets the tone for a supportive and compassionate therapeutic environment, reinforcing the clinic’s reputation for exceptional patient care and professionalism.
If you are looking for a welcoming and supportive work environment, where you can stay long term, grow professionally and make a difference in the lives of children and families, then this is the place for you!

ABOUT US:

Whole Child Therapy, Inc. is a dynamic and growing pediatric therapy practice with locations in Claremont, CA, and Rancho Cucamonga, CA. We are owned and operated by a husband and wife team, both of whom are experienced occupational therapists. Since opening our doors in 2018, our clinic is committed to providing high-quality therapy services using a whole-child approach and cutting-edge techniques.
Our core services focus on pediatric occupational therapy and speech therapy. We also proudly offer specialized programs, including feeding therapy, assistive technology and Augmentative and Alternative Communication (AAC) services, and social skills programs. We partner with several public school districts, charter schools, and non-public schools, extending our reach and impact across the community.

RECEPTION DUTIES:

• Greet and check in patients and families professionally.
• Answer phone calls, screen inquiries, and provide accurate information.
• Collect co-pays and payments at check-in.
• Address and escalate patient concerns as needed.
• Schedule and reschedule patient appointments.

SCHEDULING RESPONSIBILITIES:

• Coordinate therapist schedules via EMR software and communicate changes.
• Document patient scheduling and notes accurately in the EMR.

FRONT OFFICE RESPONSIBILITIES:

• Maintain communication with therapists and staff; report concerns promptly.
• Respond to emails and inquiries professionally.
• Audit and organize patient charts, including discharged files.
• Manage incoming faxes, mail, and voicemails.
• Participate in daily clinic routines and maintain supplies.
• Keep the reception area and waiting room clean and organized.
• Assist with clinic maintenance.
• Attend staff meetings.