Clinic Coordinator

PLAYTHINKS•Chicago, IL

2d•Onsite

About The Position

The Clinic Coordinator is responsible for ensuring the smooth daily operation of PlayThinks across service lines. This role executes clinic schedules, manages day-to-day administrative operations, supports intake processes, coordinates communication between families and staff, and maintains accurate operational systems. Working closely with the Clinical Operations Manager, the Clinic Coordinator plays a critical role in maintaining organization, responsiveness, and continuity of care. After training and transition support, this role will independently manage daily scheduling execution and operational coordination.

Requirements

1+ of experience in clinic coordination and behavioral health setting
Strong organizational and time-management skills
Ability to manage multiple priorities in a fast-paced environment
Professional written and verbal communication skills
Comfort using scheduling systems, Google Workspace, AI and other digital tools
High level of discretion and confidentiality
Strong problem-solving skills and calm decision-making

Responsibilities

Execute daily clinic and staff schedules across service lines
Manage same-day callouts and coverage coordination
Adjust schedules due to staff absences
Assign and communicate coverage
Message staff when clients are out and confirm coverage assignments
Communicate schedule changes to families and staff in a timely manner
Maintain client calendar accuracy
Update staff availability within scheduling systems
Respond to pick-up and drop-off timing questions
Provide daily schedule clarifications as needed
Track and confirm attendance records
Serve as first point of contact for routine, non-clinical parent inquiries
Respond to general scheduling questions
Direct clinical or sensitive concerns to appropriate leadership
Ensure professional, warm, and consistent communication
Support intake preparation and documentation tracking
Send intake forms and track completed paperwork
Collect and organize insurance documentation
Prepare intake packets
Ensure required documentation is complete and organized prior to start dates
Assist with operational reporting and data entry
Maintain accurate scheduling systems and records
Collect and record client payments
Issue invoices and payment reminders as directed
Pay routine bills and manage receipt tracking
Tracking & Purchasing Office/Clinic materials
Coordinate documentation with leadership or bookkeeping
Escalate complex, clinical, or sensitive matters to the Clinical Operations Manager
Identify operational gaps and communicate proactively
Support leadership with administrative projects as assigned