Clinic Care Coordinator
AfterCollege
Stamford, CT, USA
Posted on Apr 29, 2026
Position SummaryThe Clinic Care Coordinator is the onsite operational anchor during Sayit’s afternoon and evening therapy hours. This person helps keep the clinic running smoothly by supporting families, clinicians, scheduling, front desk communication, and daily administrative follow-through.This is a non-clinical role. The Clinic Care Coordinator does not provide therapy, clinical advice, billing decisions, or diagnostic information. Instead, they help ensure that families, clinicians, and administrative systems stay connected and organized.The ideal candidate is friendly, calm under pressure, detail-oriented, professional with families, and comfortable working in a small but growing private practice environment.Key ResponsibilitiesFamily & Front Desk SupportGreet families and clients warmly when they arrive.Help maintain a welcoming, calm, and organized clinic environment.Assist with check-in and check-out flow.Direct families to the appropriate therapy room or waiting area.Answer basic non-clinical questions about scheduling, forms, and clinic procedures.Escalate clinical questions to the appropriate clinician or supervisor.Support positive family experience during high-traffic clinic hours.Scheduling & AttendanceManage daily schedule flow during onsite hours.Track arrivals, cancellations, late arrivals, no-shows, and schedule changes.Communicate schedule updates to clinicians and families as needed.Assist with recurring appointment scheduling.Support rescheduling and makeup session coordination.Confirm upcoming appointments when needed.Help keep clinician schedules accurate and productive.Intake & Client Onboarding SupportAssist with new client intake follow-up.Ensure families complete required forms.Collect and organize insurance information, referrals, and intake documents.Help prepare new clients for evaluation or therapy start.Track where each new family is in the onboarding process.Communicate missing administrative items to families.Case Activation SupportAfter an evaluation is completed, the Clinic Care Coordinator helps ensure the case moves smoothly into treatment by tracking whether:The evaluation report is completed.The handoff has been sent to the SLPA Supervisor.The family has been contacted about treatment scheduling.Insurance or authorization status has been reviewed.The SLPA Supervisor has what they need to activate the case.The SLPA has been scheduled appropriately once treatment is ready to begin.The Clinic Care Coordinator does not make clinical recommendations or interpret evaluation results.Billing & Payment SupportCollect copays, balances, or payment information when directed.Help ensure payment records are updated according to Sayit procedures.Notify the billing specialist or owner of payment issues.Support families with basic billing process questions.Escalate insurance, coding, denial, or reimbursement questions to the billing specialist or owner.Clinic OperationsKeep the waiting area, therapy rooms, and shared spaces organized.Help prepare rooms between sessions when needed.Ensure materials are returned to the correct places.Monitor basic clinic supplies and notify the owner when items need to be reordered.Help maintain a calm and professional environment during busy transition times.Support opening or closing tasks during scheduled hours.Communication & Follow-UpRespond to routine calls, texts, or emails using approved Sayit language and procedures.Route family questions to the correct team member.Send reminders, follow-ups, and administrative messages as assigned.Maintain professionalism and confidentiality in all communication.Provide the owner with updates about operational issues, family concerns, or scheduling gaps.Weekly ReportingProvide a brief weekly update including:New inquiries receivedFamilies awaiting intake completionEvaluations scheduledEvaluation-to-treatment cases pendingSchedule gaps or cancellationsPayment or billing issues needing reviewParent communication concernsSupplies or clinic needsAny urgent operational bottlenecksRequired QualificationsPrior experience in administrative, front desk, healthcare, education, childcare, or customer service roleWarm and professional communication styleStrong organizational skillsAbility to multitask during busy clinic hoursComfort communicating with parents and caregiversDependability and punctualityStrong attention to detailAbility to maintain confidentialityComfortable using scheduling, email, and basic office systemsWillingness to learn Sayit’s workflows, values, and communication stylePreferred QualificationsExperience in a pediatric therapy clinic, medical office, private practice, school, childcare center, or family-facing healthcare settingExperience with JaneApp or similar practice management softwareFamiliarity with insurance intake, benefits verification, authorizations, or healthcare schedulingComfortable working in a neurodiversity-affirming environmentExperience supporting children and families with warmth and patienceIdeal CandidateThe ideal candidate is someone who:Notices what needs to be done without being asked repeatedlyMakes families feel welcomed and respectedCommunicates clearly and kindlyKeeps systems organizedCan handle busy afternoon transitions calmlyUnderstands that small details matterProtects confidentialityEnjoys being part of a mission-driven teamIs comfortable asking questions when something is unclearCan follow procedures while still bringing warmth and initiativeBoundaries of the RoleThe Clinic Care Coordinator does not:Provide therapyInterpret evaluationsGive clinical adviceDiscuss diagnoses or treatment recommendationsChange therapy goals or schedules without approvalMake insurance coverage promisesChange CPT codes or billing decisionsWaive fees or balancesSupervise clinical staffHandle confidential information outside approved systemsClinical questions are routed to the appropriate clinician or SLPA Supervisor. Billing and insurance questions are routed to the billing specialist or owner.ScheduleThis is a part-time, onsite position.Starting schedule: 2:00 PM–7:00 PM, 2–3 days per week