Front Desk Administrative Assistant

Company Overview

Little Champs Therapy & Yoga is dedicated to providing high-quality pediatric services, including ABA Therapy, physical therapy, speech therapy, and yoga, across multiple locations, school settings, and in the comfort of children’s homes. Our mission is to support children with developmental disabilities and neurodevelopmental disorders through personalized, family-centered care that promotes growth and independence.

Job Summary

The Medical Front Desk Coordinator is responsible for providing exceptional administrative and customer service support to ensure the smooth and efficient operation of the pediatric therapy clinic. This position serves as the first point of contact for patients and their families and plays an important role in creating a welcoming, professional, and supportive experience.

The Medical Front Desk Coordinator works closely with therapists, clinical staff, families, and insurance providers to coordinate appointments, verify insurance information, maintain accurate patient records, assist with referrals and authorizations, and support the overall continuity of care.

The ideal candidate is organized, dependable, compassionate, detail-oriented, and comfortable working in a fast-paced pediatric healthcare environment. The ability to communicate effectively with children, parents, caregivers, therapists, and other members of the healthcare team is essential.

Essential Responsibilities

• Greet patients, parents, and caregivers in a warm, professional, and welcoming manner.
• Answer and direct incoming phone calls and respond to patient and family inquiries in a timely manner.
• Schedule, reschedule, and coordinate patient appointments while maintaining accurate therapy schedules.
• Monitor the clinic schedule and communicate scheduling changes, cancellations, and appointment needs with therapists and families.
• Contact families regarding upcoming appointments, missed appointments, evaluations, re-evaluations, and required paperwork.
• Verify patient demographic and insurance information and ensure information remains current in the electronic medical record (EMR).
• Assist with obtaining insurance referrals, authorizations, and other documentation required for therapy services.
• Monitor authorization dates and communicate upcoming expiration dates or required actions to the appropriate clinical or administrative staff.
• Maintain accurate and up-to-date patient records within the EMR system.
• Collect, scan, upload, and organize patient documents, referrals, insurance information, and other required paperwork.
• Ensure all required patient forms and documentation are completed and maintained appropriately.
• Assist with patient intake and onboarding of new patients and families.
• Communicate with parents and caregivers regarding clinic policies, scheduling expectations, required documentation, and other administrative needs.
• Maintain accurate documentation of communication with parents and caregivers, including phone calls and scheduling-related conversations.
• Assist therapists and clinical staff with administrative needs related to patient scheduling and documentation.
• Coordinate with clinical staff regarding evaluations, re-evaluations, treatment schedules, and changes in patient services.
• Assist with maintaining waitlists and communicating with families regarding appointment availability.
• Follow up with families regarding outstanding paperwork, insurance information, referrals, and authorizations.
• Maintain organized electronic and physical files in accordance with HIPAA and clinic policies.
• Protect patient privacy and maintain strict confidentiality of all patient, family, and clinical information.
• Assist with front-office operations, including filing, scanning, copying, data entry, and maintaining an organized reception area.
• Process payments, collect copays or other applicable patient balances, and provide receipts as required.
• Assist with resolving scheduling, insurance, and administrative issues and escalate concerns appropriately.
• Maintain a professional and positive environment for patients, families, and staff.
• Perform other administrative and front-office duties as assigned.

Requirements

• Previous experience in a medical office, healthcare, pediatric therapy, behavioral health, or other clinical setting is preferred.
• Previous front desk, receptionist, scheduling, or customer service experience is preferred.
• Experience working with children and families is highly preferred.
• Familiarity with electronic medical records (EMR) systems is preferred.
• Knowledge of medical terminology and basic healthcare administrative processes is preferred.
• Familiarity with insurance verification, referrals, and authorizations is a plus.
• Understanding of HIPAA and patient confidentiality requirements.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Exceptional attention to detail and accuracy when entering and maintaining patient information.
• Ability to remain professional, patient, and compassionate when communicating with families.
• Ability to work effectively as part of a multidisciplinary pediatric therapy team.
• Comfortable working in a fast-paced environment and adapting to changing schedules and priorities.
• Proficiency with computers, email, Microsoft Office, and other office technology.
• Ability to maintain confidentiality and handle sensitive patient information appropriately.
• A genuine passion for working with children and supporting families in accessing quality therapy services.

Join Our Team

Join our team and play an important role in creating a positive experience for children and their families from the moment they walk through our doors. As a member of our front-office team, you will help ensure that our clinic operates efficiently while supporting the therapists and families who make our work meaningful.

We are committed to providing a welcoming, professional, and supportive environment where every child has the opportunity to receive the care and services they need.

Little Champs Therapy & Yoga is dedicated to providing high-quality, compassionate care for individuals of all ages—from infancy through adulthood. Our comprehensive services include Physical, Occupational, Speech, ABA, and Music therapy. With five convenient clinic locations across Boca Raton, Delray Beach, West Palm Beach, Coral Springs, and Fort Lauderdale, we also offer therapy in the comfort of clients’ homes, as well as in daycares and private schools.