Clinic Coordinator - Arlington, VA (NW DC and nearby areas)

Kona Medical Consulting•Arlington, VA

71d•Onsite

About The Position

Bright Day Pediatrics Therapies is seeking a Clinic Coordinator to serve as the operational backbone of their new multidisciplinary center. This role directly supports the Founder and is crucial for ensuring families are heard and guided, the clinical schedule is managed effectively, intake and insurance authorizations proceed without delays, and the clinic operates smoothly daily. The Clinic Coordinator will be the primary point of contact for families, requiring warmth, responsiveness, and organization. Responsibilities include managing client and staff schedules, overseeing the intake and authorization process, operating clinic systems, supporting the Founder with administrative tasks, maintaining clear communication with stakeholders, ensuring the clinic space is organized and stocked, and contributing to process improvements. The ideal candidate is detail-oriented, process-driven, comfortable with juggling multiple tasks, and takes pride in operational excellence. As the clinic grows, this role offers a potential path to a Clinic Manager position.

Requirements

Bachelor's degree or equivalent is required.
Comfortable switching between high-level coordination and everyday tasks.
Ability to learn new software and systems quickly.
Type-A personality with a preference for systems and organization.
Ability to thrive when busy and managing multiple moving pieces.
Skilled in balancing family needs with clinic constraints.
Clear and professional communication skills.
Ability to take ownership of work and ensure smooth operations.
Willingness to help create new checklists and workflows.
Comfortable with detail-oriented and process-driven work.

Nice To Haves

Clinic or healthcare experience is a plus.

Responsibilities

Build and manage the client schedule, balancing authorized hours, staff availability, and RBT-client pairings.
Speak directly with families about scheduling, guiding them toward optimal start times.
Manage the end-to-end intake process, including understanding needs, describing services, submitting paperwork, recording benefits, preparing documentation for authorization, and scheduling assessments.
Learn and independently operate the clinic's core systems: electronic medical record (Passage Health), third-party billing and authorization partner (Missing Piece), and 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.
Handle delegated tasks for the Founder, such as research, follow-ups, outreach, tech implementation, and document preparation, with minimal direction.
Answer phones, emails, and faxes, providing information to parents and referrers.
Maintain clear and consistent communication with families and referrers.
Open and/or close the clinic, depending on the schedule.
Keep the clinic space clean, organized, and stocked.
Identify and suggest practical improvements for clinic processes.
Document Standard Operating Procedures (SOPs).