Bilingual Clinic Scheduling Specialist

GENERAL DESCRIPTION OF POSITIONBilingual (English/Spanish) Required High-Volume Clinic Scheduling Experience Required The Bilingual Clinic Scheduling Specialist plays a vital role in supporting families, many of whom are Spanish-speaking, and ensuring efficient, compassionate access to therapy services. This position is responsible for high-volume patient scheduling, managing provider calendars, supporting clinic flow, guiding families through the intake process, and ensuring clear, equitable communication 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 team, you'll ensure families receive clear communication, a compassionate experience, and smooth access to the services their children need. ESSENTIAL FUNCTIONSThis 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 within 24 hours, gather essential information, and guide families through the enrollment and intake process. Create user profiles, prepare and process paperwork, and ensure families understand next steps of becoming a patient . Provide clear communication and consistent follow-through to support a smooth onboarding process.Clinical and Program Support: Manage all aspects of high-volume patient scheduling, optimizing therapist calendars to support evaluations, treatments, documentation time and patient needs Provide direct support to the Pediatric Therapy Clinic, ensuring clean organized, well-supplied work areas. Process record requests, therapy referral forms, and complete DAYC scanning and filing within the electronic medical record system. Review and verify patient insurance benefits, determine eligibility, 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. Assist with authorization requirements as needed to support timely care. Accompany clients between the lobby and therapy spaces, ensuring a calm and reassuring experience. Provide cross coverage and serve as backup to the Impact Specialist for overall operational needs.Teamwork and Collaboration: Participate actively in collaborative weekly team meetings and support the flow of information between programs. Work effectively with colleagues by sharing updates, anticipating needs, and contributing insight that improves processes 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 inquiries, determine eligibility, provide program information, and connect families to appropriate resources. Log inquiries, complete follow up communication, prepare meeting materials and minutes, and maintain organized documentation to support program operations. Utilize bilingual (English/Spanish) skills to ensure families receive accessible and equitable communication.Front Desk Management: Maintain a welcoming, organized, and professional environment across the front desk, lobby, board room, and lobby restrooms. Conduct daily walk throughs, identify necessary maintenance needs, and submit requests promptly. Ensure safety procedures are consistently followed and communicated. Support a first impression that reflects Brighton's 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. Assist with documentation, maintaining supplies, 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 of two years experience in a clinical office, therapy clinic, or high volume scheduling 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 Proficiency using 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 Proficiency in 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 a fast-paced environment with strong multitasking and time management abilities Demonstrated ability to work both independently and collaboratively within a close team Ability to maintain confidentiality, accuracy, and professionalism in all interactions Ability to lift, carry, or assist with light operational tasks as needed in a therapy clinic environmentPREFERRED: Associate or bachelor's 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 environmentsNECESSARY 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 DEMANDSMENTAL 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

Created: 2026-04-02