Clinic Service Coordinator

Westside Children's Therapy; Carol Stream (IL); On-site; USD 38,000 - 48,000; Full time

Job summary

Westside Children's Therapy is seeking a Clinic Service Coordinator to manage front desk operations, greet families, and coordinate communication among families and staff. The role supports the Regional Clinic Operations Manager to maintain smooth clinic operations.

Responsibilities include handling check-ins/outs, phone and email monitoring, processing copays and deposits, and ensuring a welcoming, organized clinic environment. Prior healthcare or therapy front-desk experience is preferred.

Qualifications

• High school diploma or equivalent.
• Proficiency in basic computer applications and multi-line phone systems.
• Prior experience in a customer service, administrative, or front desk role; healthcare or therapy setting experience preferred.

Responsibilities

• Serve as the first point of contact for families, staff, and visitors; manage check-in/check-out.
• Oversee front desk responsibilities, including phone management and monitoring emails.
• Collect, record, and reconcile time-of-service payments (copays, deposits).
• Maintain clinic cleanliness, organization, and supply readiness; monitor needs.
• Direct families and staff to internal resources; provide tours when needed.
• Act as on-site liaison for contractors and vendors; manage security and documentation.
• Support engagement efforts and staff morale initiatives; assist with medical records clerical tasks.

Skills

Google Workspace

Interpersonal skills

Multitasking

Confidentiality

Education

High school diploma

Tools

Multi-line phone systems

Job description

Position Summary

The Clinic Service Coordinator supports the day-to-day administrative flow of the clinic by overseeing the front desk responsibilities, coordinating communication with families and staff, and ensuring an organized, welcoming environment. The Clinic Service Coordinator supports the Regional Clinic Operations Manager (RCOM) in maintaining smooth clinic operations.

Essential Functions

• Serve as the first point of contact for families, staff, and visitors, managing check-in and check-out processes.
• Oversee all front desk responsibilities, including phone management, voicemail/email monitoring, and supporting daily patient flow.
• Collect, record, and reconcile time-of-service payments (copays, self-pay, deposits).
• Maintain clinic cleanliness, organization, and supply readiness; monitor and report supply needs.
• Direct families and staff to appropriate internal resources for questions or concerns.
• Serve as an ambassador of Westside for prospective patients and families.
• Provide tours to prospective patients, families, and community members, as needed.
• Communicate the Westside Way to families, staff, and community members.
• Assist with distributing printed materials and family communications.
• Act as the on-site liaison for contractors and vendors.
• Maintain clinic security by verifying visitor identification and documentation.
• Support clinic engagement efforts and staff morale initiatives.
• Perform clerical tasks related to medical records management.

Qualifications

• High school diploma or equivalent.
• Proficiency in basic computer applications and multi-line phone systems.
• Prior experience in a customer service, administrative, or front desk role; healthcare or therapy setting experience strongly preferred.

Knowledge, Skills And Abilities

• Familiar with Google Workspace or similar software
• Strong interpersonal and communication skills, with the ability to engage professionally with families, staff, and visitors.
• Demonstrated ability to multitask, prioritize, and maintain organization in a fast-paced environment.
• Ability to handle sensitive information with discretion and maintain confidentiality.

Personal Attributes

• Organized: Keeps tasks, schedules, and the clinic environment structured and efficient.
• Detail-Oriented: Ensures accuracy in documentation, payments, and communications.
• Dependable: Reliable, punctual, and consistent in meeting responsibilities.
• Adaptable: Handles changing priorities and unexpected situations with professionalism.
• Friendly and Approachable: Creates a welcoming atmosphere for families, staff, and visitors.
• Strong Communication: Be able to communicate and connect with a variety of stakeholders, including but not limited to families, staff, and community members.
• Professionalism: Ensure your clinic is tour-ready at all times and showcase our organization, team, and therapeutic approach with professionalism.

Work Environment And Physical Demands

• Prolonged periods of sitting, frequent computer and phone use.
• Frequent walking, bending, and crouching.
• Occasional lifting of light to moderate materials, up to 15 pounds unassisted.

Travel Requirements

• Some travel within the assigned region for training, meetings and supporting clinic coverage needs.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.