Clinic Administrator

Proficio Therapy Services; San Jose (CA); On-site; USD 52,000 - 56,000; Full time

Benefits offered by this job

Competitive pay

Benefits package

Cell phone allowance

401(k)

Job summary

Proficio Therapy Services in California is seeking an Administrative role to support our growing network of clinics. You will greet families, schedule sessions, manage onboarding and document collection, and help maintain clinic operations.

The position emphasizes strong communication, organization, and teamwork with HR and clinical staff. Competitive pay, benefits, and growth opportunities are offered as we expand across the region.

Qualifications

• High school diploma or equivalent.
• Prior administrative or customer service experience preferred.
• Strong written and verbal communication skills.
• Strong organizational skills, time management, and computer proficiency.
• Strong leadership, analytical, interpersonal, and problem-solving skills.
• Ability to work flexible hours, including evenings.
• Fingerprinting and background checks required.
• TB clearance required.

Responsibilities

• Conduct facility tours for families and potential employees.
• Lead Management (Speech only) - manage inbound leads for clinics and schedule.
• Manage ongoing schedules and rescheduling with families.
• New Client onboarding and upload disclosures to EMR.
• Manage co-payment collections in the clinic.
• Employee onboarding and coordination with HR.
• Employee separation assistance and asset recovery.
• Maintain clinic tidiness and supplies within budget.
• Maintain emergency protocols and conduct training and drills.
• Support clinical team with materials as needed.

Skills

Communication

Organization

Leadership

Customer service

Attention to detail

Education

High School Diploma

Tools

Microsoft Office

EMR software

Scheduling software

Job description

Who are we?
Proficio Therapy Services is a mission-driven therapy organization dedicated to improving the lives of children and families. We provide high-quality ABA Therapy, Speech Therapy, and Occupational Therapy through our family of licensed clinical entities:
AGES Learning Solutions LLC – ABA Therapy
Proficio Speech Therapy Group Inc – Speech Therapy
Child’s Play Therapy Services PC – Occupational Therapy
Today, we operate 11 clinics across the United States, supported by more than 250 clinicians. We are actively expanding into additional cities throughout California and Utah, with international growth underway in India and the Middle East.
Our teams are backed by strong clinical leadership, reliable operational systems, and a culture built on respect, inclusion, and collaboration. Whether you’re starting your career or stepping into leadership, you’ll find opportunities to grow, contribute, and make a meaningful impact every day.
At Proficio, your work truly matters, and so does your growth. Join us as we continue building a unified, global therapy organization dedicated to empowering children and families.

ADMINISTRATIVE RESPONSIBILITIES

• Responsible for conducting facility tours for families and potential employees interested in our services (Show off our ABA and Speech Spaces). This includes communicating with interested families on dates/times available and following up with families if they do not show up.
• Lead Management (Speech only) - Manage all incoming leads (Inbound calls) for the clinics, qualifying the leads and converting them to Clients and managing their initial scheduling. Coordinate with the back-office team for insurance validation and document collection
• Manage ongoing schedules, rescheduling with families and confirmation of upcoming sessions. Maintaining defined clinician efficiency through the remapping and rescheduling process.
• New Client onboarding process - Debrief families of clinic cancellation policies, procure signatures and other required documents AND upload all signed disclosures to EMR.
• Manage Co-payment collections in the clinic.
• Employee onboarding - Work closely with HR to ensure a top-notch new employee experience by welcoming the new hire, completing required document (I-9), ensuring new employees receive the Proficio onboarding kit, conduct clinic tours, provide introduction to key clinic team members.
• Employee Separation process - assist HR with the employee separation process by collecting all tangible and intangible assets prior to employee’s departure.
• Maintaining clinic tidiness, ensure the clinic is adequately stocked with supplies while ensuring it stays within monthly established budget
• Maintaining emergency protocols at assigned clinics including emergency binders, up to date Client rosters. Conduct quarterly review and training of emergency protocols & fire drills with the clinic teams.
• On an as-needed basis, provide any support required by the clinical team, across disciplines to produce therapy materials and anything else required to ensure the highest level of therapeutic services are rendered to our clients.
• Any other duties as assigned by the supervisor

QUALIFICATIONS

• High school diploma or equivalent required.
• Prior administrative or customer service experience preferred.
• Strong written and verbal communication skills.
• Strong organizational skills, time management, and computer proficiency.
• Strong leadership, analytical, interpersonal, and problem-solving skills.
• Ability to interact professionally with colleagues, clients, and the public.
• Ability to work flexible hours, including evenings.
• Ability to lift up to 25 lbs.
• Fingerprinting and background checks required.
• TB clearance required.
• Valid driver’s license and proof of insurance required.

COMPENSATION & BENEFITS

• Competitive pay $25/hour
• Comprehensive benefits package including medical, dental, vision, life, and long-term disability insurance
• Monthly cell phone allowance
• 401(k) retirement plan options
• Annual performance reviews with opportunities for advancement

Equal Employment Opportunity

Proficio Therapy Services is an Equal Opportunity/Affirmative Action employer committed to building a team that represents the racial, ethnic and linguistic needs of our clients. This position description intends to describe the general nature and level of work being performed. It is not intended to include all duties and responsibilities. Because of a need to remain responsive to the needs of our clients and operational needs, job description and responsibilities may be modified at any time.

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