Front Desk & Receptionist - Parent Coordinator at The Sensory Studio

The Sensory Studio; New York (NY); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

401(k)

Competitive salary

Free food & snacks

Free uniforms

Opportunity for advancement

Paid time off

Training & development

Job summary

The Sensory Studio, a private pediatric speech and occupational therapy practice serving families in Staten Island and surrounding areas, is seeking a Patient Coordinator. You will be the face of the practice, guiding families through scheduling, intake, and records while supporting therapists and administrative staff.

Ideal candidates are energetic, organized, and empathetic, with excellent communication and multitasking skills.

Qualifications

• Exceptional verbal and written communication skills.
• Outstanding customer service and relationship-building abilities.
• Strong organizational and multitasking skills.
• Excellent attention to detail and follow-through.
• Think critically, solve problems, and work independently.
• Professional judgment and the ability to maintain appropriate boundaries.
• Collaborative team-oriented mindset.
• Positive attitude and professional presence that helps create a welcoming environment.

Responsibilities

• Serve as a primary point of contact for families via phone, email, text, and in-person interactions
• Conduct initial patient intake calls and gather information regarding concerns, therapy needs, and scheduling requirements
• Create, maintain, and update patient records and documentation
• Schedule intake interview's, therapy sessions, and ongoing appointments
• Manage appointment changes, cancellations, waitlists, and provider schedule adjustments
• Release and coordinate school-year and summer schedules
• Assist with copay collection and basic patient account inquiries
• Coordinate intake paperwork and ensure required documentation is completed and received
• Communicate effectively with therapists, supervisors, and administrative staff regarding patient needs and scheduling matters
• Monitor and prioritize multiple communication channels while ensuring timely follow-up
• Support day-to-day office operations and administrative initiatives
• Maintain confidentiality and professionalism in all patient interactions
• Identify opportunities to improve processes, efficiency, and the overall family experience

Skills

Communication

Organization

Multitasking

Customer service

Empathy

Tech literacy

Tools

EMR systems

Scheduling platforms

Microsoft Office

Google Workspace

Job description

Benefits:

• 401(k)
• Competitive salary
• Free food & snacks
• Free uniforms
• Opportunity for advancement
• Paid time off
• Training & development

The Sensory Studio is a private pediatric speech and occupational therapy practice dedicated to helping children build confidence, develop skills, and reach their fullest potential. With multiple locations serving families throughout Staten Island, our team is committed to providing exceptional clinical care while creating a welcoming, supportive, and positive experience for every child and family who walks through our doors.

We believe that outstanding patient care begins long before a child enters a therapy room. It begins with the first phone call, the first email, the first question answered, and the first relationship built. That is where our Patient Coordinators come in.

At The Sensory Studio, our Patient Coordinators are far more than receptionists. They are the face of our practice, the voice of our organization, and often the first person a family turns to for guidance and support. They play a critical role in creating meaningful connections with families while ensuring the daily operations of our centers run smoothly and efficiently.

As a Patient Coordinator, you will serve as the bridge between families, therapists, and administrative teams. You will help parents navigate scheduling, answer questions, provide support during challenging moments, and ensure that every family feels welcomed, heard, and cared for. Your ability to balance empathy, professionalism, organization, and efficiency will directly impact the experience of every family we serve.

This role is ideal for someone who enjoys building relationships, solving problems, and creating exceptional experiences for families while balancing the operational demands of a busy pediatric therapy practice.

The Sensory Studio is open for therapy Monday through Thursday from 9 am - 7 pm.

Parent Coordinator Position Schedule:

Candidates must be able to provide full availability for one of the scheduling options below in order to be considered for this position.

• Monday-Thursday 8:30 am - 5:30 pm
• Monday-Thursday 11 am -7:15 pm
• Monday- Thursday 2:00 pm - 7:15 pm

Responsibilities

• Serve as a primary point of contact for prospective and current families via phone, email, text, and in-person interactions
• Conduct initial patient intake calls and gather information regarding concerns, therapy needs, and scheduling requirements
• Create, maintain, and update patient records and documentation
• Schedule intake interview's, therapy sessions, and ongoing appointments
• Manage appointment changes, cancellations, waitlists, and provider schedule adjustments
• Release and coordinate school-year and summer schedules
• Assist with copay collection and basic patient account inquiries
• Coordinate intake paperwork and ensure required documentation is completed and received
• Communicate effectively with therapists, supervisors, and administrative staff regarding patient needs and scheduling matters
• Monitor and prioritize multiple communication channels while ensuring timely follow-up
• Support day-to-day office operations and administrative initiatives
• Maintain confidentiality and professionalism in all patient interactions
• Identify opportunities to improve processes, efficiency, and the overall family experience

Successful candidates will possess:

• Exceptional verbal and written communication skills
• Outstanding customer service and relationship-building abilities
• Strong organizational and multitasking skills
• Excellent attention to detail and follow-through
• The ability to remain calm, professional, and solution-focused in a fast-paced environment
• A natural sense of empathy and emotional intelligence
• Strong technology skills and comfort learning new software and systems
• The ability to think critically, solve problems, and work independently
• Professional judgment and the ability to maintain appropriate boundaries
• A collaborative team-oriented mindset
• A positive attitude and professional presence that helps create a welcoming environment for families and staff alike

The ideal candidate is energetic, organized, personable, and highly professional. They are capable of managing multiple priorities simultaneously without sacrificing accuracy, efficiency, or the quality of the family experience.

Qualifications (Preferred not Required)

• Experience in a medical office, therapy practice, healthcare setting, customer service, hospitality, education, or other service-oriented environment
• Familiarity with electronic medical records (EMR) systems and patient scheduling platforms
• Basic understanding of medical office operations and healthcare terminology
• Knowledge of common insurance and billing terminology, copays, deductibles, and patient financial responsibility preferred, but not required
• Strong proficiency with Microsoft Office, Google Workspace, and technology-based systems
• Experience working with children and families is a plus

What Makes Someone Successful in This Role?

Our best Patient Coordinators are not simply task-completers. They are relationship builders. They understand that every interaction represents The Sensory Studio and contributes to a family's overall experience.

They are approachable without being distracted, compassionate without sacrificing efficiency, and friendly while maintaining professionalism. They can manage competing priorities, complete tasks thoroughly, and adapt quickly to the changing needs of a busy pediatric practice.

Most importantly, they take pride in helping others, enjoy working as part of a collaborative team, and genuinely care about creating a positive experience for every child and family we serve.