Therapy Front Desk & Scheduling Coordinator

Beyondbehaviorpa; Forty Fort (Luzerne County); On-site; USD 22,000 - 25,000; Full time

Job summary

Beyond Behavior Consulting in Forty Fort, PA 18704 is seeking a Front Office Coordinator to welcome clients, manage front desk operations, and coordinate scheduling and billing processes. You will verify insurance, assist families, and support therapists while upholding HIPAA compliance in daily administrative tasks.

The role involves managing appointments, referrals, payments, and cross-department communication to ensure a smooth daily clinic workflow and positive client experience.

Qualifications

• High school diploma or equivalent required; an associate or bachelor's degree preferred in healthcare administration or related field.
• Two or more years of office coordination or medical front office experience is strongly preferred.
• Healthcare or therapy-setting experience, including occupational therapy, speech therapy, feeding therapy, or ABA, is highly desirable.
• Experience with insurance verification, eligibility checks, appointment scheduling, and electronic health record systems is strongly preferred; HelloNote experience is a plus.
• Experience communicating professionally with families, healthcare providers, therapists, and vendors is beneficial.

Responsibilities

• Welcome and assist clients, families, visitors, and vendors in a professional and friendly manner.
• Maintain a consistent front desk presence and help create an organized, welcoming waiting area.
• Answer incoming telephone calls, route inquiries appropriately, and provide general information about occupational, speech, feeding, and enrichment services.
• Schedule, cancel, and reschedule therapy appointments in collaboration with therapists and families.
• Support implementation of outpatient attendance policies and help monitor no-shows, late cancellations, and patterns requiring therapist follow-up.
• Verify eligibility and benefits for new and existing clients, including primary, secondary, Medicaid, and commercial insurance plans.
• Complete monthly insurance checks and maintain accurate demographic, carrier, policy, and contact information in the electronic health record.
• Confirm coverage for therapy services and applicable CPT codes, communicate denials or coverage concerns to therapists, and evaluate continued eligibility when requested.
• Accept client payments and provide other billing-related administrative support as directed by the Therapy Director.
• Receive new client referrals, collect preliminary information, and route each referral to the appropriate department.
• Contact physicians' offices to obtain or update therapy orders as needed.
• Use office and clinical systems, including HelloNote, to support efficient daily operations.
• Maintain accurate logs, records, digital or physical filing systems, compliance documentation, and administrative activity records.
• Follow office security procedures, including ensuring doors are closed and locked in accordance with clinical program policy.
• Assist with session or parent education materials, audits, program expansion, process improvements, safety drills, compliance checks, and other special projects as time allows.
• Track vendor service time, coordinate completion of scheduled services, and submit invoices to the finance department.
• Receive shipments weighing up to 15 pounds, store items safely, and notify the appropriate department for pickup.
• Monitor and restock therapy and office supplies, complete seasonal or annual inventory tasks, and notify the Therapy Director when reordering is needed.
• Help maintain clean and organized shared administrative spaces, excluding bathrooms.
• Provide backup coverage for administrative team members when needed.
• Coordinate with Therapy, ABA, Administration, HR, and Billing to support smooth cross-department communication.
• Participate in required meetings, training, and professional development, and assist with onboarding or orienting new administrative staff as directed.
• Maintain the confidentiality of client and organizational information in accordance with HIPAA and company policies, and stay informed about relevant insurance, billing, and regulatory updates.

Skills

Customer service

Data entry

Scheduling

Phone etiquette

Documentation

Education

High school diploma or equivalent

Associate or Bachelor's preferred in healthcare administration

Tools

HelloNote

NaviNet

Availity

Inovalon

EHR systems

Job description

Beyond Behavior Consulting in Forty Fort, PA 18704 is seeking a Front Office Coordinator to welcome clients, manage front desk operations, and coordinate scheduling and billing processes. You will verify insurance, assist families, and support therapists while upholding HIPAA compliance in daily administrative tasks.

The role involves managing appointments, referrals, payments, and cross-department communication to ensure a smooth daily clinic workflow and positive client experience.