Bilingual Clinic Scheduling Specialist

GENERAL DESCRIPTION OF POSITION

Bilingual (English/Spanish) Required
HighVolume Clinic Scheduling Experience Required

TheBilingual Clinic Scheduling Specialistplays a vital role in supporting familiesmany of whom are Spanish-speakingand ensuring efficient compassionate access to therapy services. This positionis responsible forhighvolume patient scheduling managing provider calendars supporting clinic flow guiding families through the intake process and ensuring clearequitablecommunication at every step.

The Specialist serves as the first point of contact for families coordinates therapy schedules across disciplines verifies insurance benefits and provides essential administrative support to keep the Pediatric Therapy Clinic running smoothly. This role requires exceptional attention to detail bilingual communication skills and strong experience scheduling in a fast-paced healthcare or therapy environment.

This role is essential to helping families feel welcomed supported and understood. As part of the Pediatric Therapy Clinic teamyoullensure families receive clear communication a compassionate experience and smooth access to the services their children need.

ESSENTIAL FUNCTIONS

This position requires face to face interactions with staff board vendors and the general public on a daily basis to accomplish all essential functions of the position.

Program Support Responsibilities (55%)

Inquiries and Enrollment:

• Serve as the first point of contact for families by creating a warm welcoming experience.

• Manage all inquiries within24hours gather essential information and guide families through the enrollment and intake process.

• Create user profiles prepare and process paperwork and ensure families understandnextsteps of becoming apatient.

• Provide clear communication and consistent follow-through to support a smooth onboardingprocess.

Clinical and Program Support:

• Manage all aspects of high-volume patient schedulingoptimizingtherapist calendars to support evaluationstreatments documentationtimeand patient needs

• Provide direct support to the Pediatric Therapy Clinicensuringcleanorganized well-suppliedwork areas.

• Process record requests therapy referral forms and complete DAYC scanning and filing within the electronic medical record system.

• Review and verify patient insurance benefitsdetermineeligibility and communicate benefit changes with accuracy and clarity.

• Utilize systems such as Availity and In Network Smart Products to complete eligibility checks and authorization tasks.

• Assistwith authorization requirements as needed to supporttimelycare.

• Accompany clients between the lobby and therapy spaces ensuring a calm and reassuring experience.

• Provide cross coverage and serve asbackupto the Impact Specialist for overall operational needs.

Teamwork and Collaboration:

• Participateactively in collaborative weekly team meetings and support the flow of information between programs.

• Work effectively with colleagues by sharing updatesanticipatingneeds and contributinginsightthatimprovesprocesses and family experience.

Administrative Excellence (40%)

Exceptional Customer Service:

• Deliver outstanding service to families and guests through clear communication empathy and professionalism.

• Respond to in person and phone inquiriesdetermineeligibility provide program information and connect families toappropriate resources.

• Log inquiries complete follow up communication prepare meeting materials and minutes andmaintainorganized documentation to support program operations.

• Utilize bilingual(English/Spanish)skillsto ensure families receive accessible andequitablecommunication.

Front Desk Management:

• Maintaina welcoming organized and professional environment across the front desk lobby board room and lobby restrooms.

• Conduct daily walk throughsidentifynecessary maintenance needs andsubmitrequests promptly.

• Ensure safety procedures are consistently followed and communicated.

• Support a first impression that reflects Brightons values and commitment to high quality service.

Clinic and Payment Support:

• Schedule and check in clinic patients manage workflow efficiently and process payments with accuracy.

• Assistwith documentationmaintainingsupplies and ensuring smooth daily operations.

• Provide high quality front office therapy clinic support grounded in accuracy professionalism and strong patient care coordination.

Other Functions (5%)

• Proactively identify opportunities to support clinic operations and take initiative in completing additional tasks or special projects that advance team goals and overall efficiency.
• Perform other duties as assigned to ensure smooth effective and responsive clinic and program operations.
  

REQUIRED:

• High school diploma or equivalent

• Minimum oftwoyearsexperiencein a clinical office therapy clinic orhigh volumescheduling environment

• Bilingual in English and Spanish

• Experience supporting front office operations within a healthcare or therapy setting

• Skilled in high volume patient scheduling and coordination

• Experience reviewing eligibility verifying insurance benefits and supporting authorization processes

• Proficiencyusing systems such as Availity for eligibility verification and familiarity with In Network Smart Products

• Strong comprehension skills with the ability to interpret instructions provided in written oral or diagram formats

• Proficiencyin Microsoft Office including Word Excel Outlook and the ability to learn new software quickly

• Excellent interpersonal communication skills to support families visitors staff funders and community partners

• Ability to thrive in afast-pacedenvironment with strong multitasking and time management abilities

• Demonstrated ability to work both independently and collaboratively within a close team

• Ability tomaintainconfidentiality accuracy and professionalism in all interactions

• Ability to lift carry orassistwith light operational tasks as needed in a therapy clinic environment

PREFERRED:

• Associate or bachelors degree in business healthcare administration social services or a related field
• Two years of experience in a non profit healthcare or pediatric therapy environment
• Experience working in EMR systems and supporting therapy clinic workflows
• Knowledge of Early Childhood Intervention Pediatric Therapy Clinic operations or special education service environments

NECESSARY SKILLS

• Embodies and applies our core values in daily work fostering a supportive and collaborative environment.
• Demonstrates punctuality regular attendance and a commitment to meeting deadlines.
• Possesses a positive service-oriented attitude when interacting with diverse individuals at all levels both in person and over the phone.
• Performs clerical and other duties with accuracy and speed even without constant supervision.
• Showcases a high-quality work ethic professionalism responsibility and ethical conduct. Excellently organizes solves problems communicates adapts and collaborates with others.
• Maintains confidentiality discretion and sound business judgment.
• Possesses client-centered awareness knowledge and abilities.
• Connects skillfully (written and verbally) with families staff and the community.
• Fosters teamwork proactively addresses conflicts and seeks timely resolutions.
• Effectively manages dual monitor screens and multiple programs simultaneously.

MENTAL & PHYSICAL DEMANDS

MENTAL DEMANDS

• Handles basic computations with ease.
• Maintains composure under pressure and empathizes with various stakeholders.
• Concentrates and completes tasks amidst distractions.
• Actively listens and utilizes critical thinking and problem-solving skills.
• Takes personal responsibility for actions and commitments.
• Prioritizes tasks and calendars effectively meeting deadlines consistently.

PHYSICAL DEMANDS

• Ability to work standard business hours.
• Able to lift and/or move up to 20 pounds.
• Can comfortably sit for extended periods.
• Able to focus on computer screens for extended durations.

TOP COMPETENCIES

• Interpersonal Skills
• Listening/Negotiating
• Customer Focus
• Organizational Agility
• Integrity and Trust
• Intellectual Acumen & Adaptability
• Process & Systems Management
• Priority Setting