What are the responsibilities and job description for the PATIENT CARE COORDINATOR | Pediatric OT Practice | Englewood, NJ position at Pediatric Occupational Therapy Services (POTS)?
This is the role that makes everything else at our clinic possible.
Pediatric Occupational Therapy Services (POTS) is looking for a Patient Care Coordinator to serve as the operational and emotional hub of our busy pediatric OT clinic. You'll be the first voice families hear, the steady hand behind our therapists' schedules, and the person who keeps everything running smoothly when, not if, three things happen at once.
This is an established position with a five-year history. Strong systems and documentation are in place. We're looking for the right person to own it.
Schedule Monday – Thursday: 8:00 AM – 5:00/6:00/6:30 PM Friday: 8:00 AM – 12:00 or 1:00 PM; 40 hours/week
Note: Afternoons and evenings are our busiest periods. This role is a great fit if you're someone who hits their stride when the day gets full — not someone who's watching the clock by 4pm.
Compensation & Benefits $24–$27/hour, commensurate with experience; Health benefits, PTO and a retirement account a 3% match.
WHAT YOU'LL DO
Family Communication & Support
• Primary point of contact for current and prospective families via phone, text, and email
• Respond to inquiries about services, scheduling, insurance, and clinic policies
• Support families navigating out-of-network insurance and coordinate with our medical biller
• Handle sensitive conversations with professionalism, warmth, and genuine care
• Send reminders, follow-ups, scheduling changes, and program communications
Scheduling & Coordination
• Coordinate therapy schedules across multiple providers and programs
• Manage cancellations, rescheduling, and patient intake; this happens continuously throughout the day
• Organize groups, camps, evaluations, and seasonal programming
• Anticipate and troubleshoot scheduling conflicts in real time
Administrative Operations
• Maintain accurate documentation, intake forms, and internal tracking systems
• Coordinate insurance-related communications and collect required documentation
• Create and maintain communication templates and reference guides
• Support leadership with special projects as needed
Therapist & Team Support
• Coordinate daily communication with therapists, admin staff, and interns
• Ensure therapists have what they need so they can stay focused on patient care
• Assist with onboarding and volunteer/intern coordination
• Help maintain a collaborative, organized clinic environment
WHAT WE'RE LOOKING FOR
Required
• 2 years in a medical, therapy, or healthcare front office role
• Strong multitasking ability; you can hold several things at once without dropping any of them
• Excellent written and verbal communication skills
• Warm, professional, family-centered communication style
• High attention to detail and follow-through
• Calm under pressure; flexible when priorities shift
• Discreet with sensitive information
Strongly Preferred
• Background in outpatient therapy (OT, PT, SLP, or behavioral health)
• Familiarity with insurance processes and out-of-network billing
• Experience coordinating schedules across multiple providers
ABOUT THE SOFTWARE
We do most of our work in Google Workspace, use Weave for all patient communication (calls, texts, and faxes, desktop and mobile), Fusion as our EMR, Flodesk for client communications, Calendly, and Adobe for day-to-day operations. Experience with any of these is a genuine plus. Comfort with learning new platforms quickly is required.
HOW TO APPLY
Please email your resume and a brief note, a few sentences is fine, to chaye@potsot.com telling us why this role is a good fit for you. Applications without a note will not be considered. We want to hear your voice, not just your resume.
We are actively hiring and hope to fill this role quickly. Early applications are strongly encouraged.
Salary : $24 - $27