Front Office Coordinator

Job Details:

Job Location:

Forty Fort, PA 18704, Salary Range: $16.00 - $18.00 Hourly, What You'll DoFront Desk & Family Support

• Welcome and assist clients, families, visitors, and vendors in a professional and friendly manner.
• Maintain a consistent front desk presence and help create an organized, welcoming waiting area.
• Answer incoming telephone calls, route inquiries appropriately, and provide general information about occupational, speech, feeding, and enrichment services.

• Schedule, cancel, and reschedule therapy appointments in collaboration with therapists and families.
• Support implementation of outpatient attendance policies and help monitor no-shows, late cancellations, and patterns requiring therapist follow-up.

• Verify eligibility and benefits for new and existing clients, including primary, secondary, Medicaid, and commercial insurance plans.
• Complete monthly insurance checks and maintain accurate demographic, carrier, policy, and contact information in the electronic health record.
• Confirm coverage for therapy services and applicable CPT codes, communicate denials or coverage concerns to therapists, and evaluate continued eligibility when requested.
• Accept client payments and provide other billing-related administrative support as directed by the Therapy Director.

• Receive new client referrals, collect preliminary information, and route each referral to the appropriate department.
• Contact physicians' offices to obtain or update therapy orders as needed.

• Use office and clinical systems, including Hello Note, to support efficient daily operations.
• Maintain accurate logs, records, digital or physical filing systems, compliance documentation, and administrative activity records.
• Follow office security procedures, including ensuring doors are closed and locked in accordance with clinical program policy.
• Assist with session or parent education materials, audits, program expansion, process improvements, safety drills, compliance checks, and other special projects as time allows.

• Track vendor service time, coordinate completion of scheduled services, and submit invoices to the finance department.
• Receive shipments weighing up to 15 pounds, store items safely, and notify the appropriate department for pickup.
• Monitor and restock therapy and office supplies, complete seasonal or annual inventory tasks, and notify the Therapy Director when reordering is needed.
• Help maintain clean and organized shared administrative spaces, excluding bathrooms.

• Provide backup coverage for administrative team members when needed.
• Coordinate with Therapy, ABA, Administration, HR, and Billing to support smooth cross-department communication.
• Participate in required meetings, training, and professional development, and assist with onboarding or orienting new administrative staff as directed.
• Maintain the confidentiality of client and organizational information in accordance with HIPAA and company policies, and stay informed about relevant insurance, billing, and regulatory updates.

• High school diploma or equivalent required; an associate or bachelor's degree preferred in healthcare administration, business, or a related field is preferred.
• Two or more years of experience in office coordination, a medical front office, or an administrative support role is strongly preferred.
• Healthcare or therapy-setting experience, including occupational therapy, speech therapy, feeding therapy, or ABA, is highly desirable.
• Experience with insurance verification, eligibility checks, appointment scheduling, and electronic health record systems is strongly preferred;
  Hello Note experience is a plus.
• Experience communicating professionally with families, healthcare providers, therapists, and vendors is beneficial.

• Strong written and verbal communication, customer service, organization, and attention to detail.
• Accurate data entry, invoice processing, filing, and document management skills.
• Proficiency with Microsoft Word, Excel, and Outlook, along with the ability to learn web-based insurance portals such as Navi Net, Availity, and Inovalon.
• Ability to prioritize responsibilities, meet deadlines, troubleshoot routine issues, and remain calm and professional in a busy office environment.
• A dependable, respectful, team-oriented approach and the ability to work…