Front Office Coordinator

2 days ago

Manila, National Capital Region, Philippines Virtual Rockstar Full time

This is a remote position.

About Our Client

This pediatric therapy clinic is a values-driven, family-centered practice that prioritizes high-quality care, compassionate communication, and a supportive experience for every child and caregiver. The team is collaborative, mission-focused, and dedicated to maintaining professionalism, integrity, and strong communication in all interactions.

The clinic is expanding its administrative support team and seeking a Front Office Coordinator to manage scheduling, communication, and therapist caseload optimization. This role is central to smooth daily operations and ensures that families receive consistent access to therapy services.

The Front Office Coordinator serves as the communication and scheduling hub for the practice. The majority of this role involves managing phone and text outreach, coordinating appointments, and filling open therapy time slots. The position requires someone who is organized, detail-oriented, proactive, and comfortable engaging with families in a warm and professional manner.

Responsibilities

Phone & Text Communication

  • Manage all incoming and outgoing calls and text messages related to appointment scheduling, rescheduling, and general parent inquiries.

  • Communicate with families regarding cancellations, missed appointments, and schedule changes.

  • Provide clear and supportive assistance to parents who need help navigating scheduling.

  • Maintain a professional, calm, and empathetic communication style at all times.

Scheduling & Caseload Management

  • Proactively reach out to families to reschedule missed appointments and fill therapist schedule gaps.

  • Monitor therapist schedules daily to ensure efficient caseload utilization.

  • Maintain accurate, timely updates in the clinic's scheduling platforms.

  • Collaborate with therapists and administrative team members to ensure a smooth flow of daily appointments.

Documentation & Administrative Support

  • Document all communications and scheduling actions promptly and accurately in the clinic's systems.

  • Manage appointment reminders, follow-up communication, and scheduling coordination tasks.

  • Use the clinic's ticket-based email communication system for managing inquiries and internal communication.

  • Uphold all HIPAA standards and protect patient confidentiality at all times.

Tools & Platforms Used

  • Office 365 Suite – including Outlook (ticketing workflow), Word, Excel, and Teams for communication and documentation.

  • Clinic-specific EMR and scheduling software (training provided)

  • Phone and SMS communication systems

  • Internal scheduling and documentation tools

Requirements

  • 1–2 years of administrative, scheduling, customer service, medical office, or therapy clinic experience

  • Strong phone and written communication skills

  • Experience managing high-volume scheduling is preferred

  • Proficiency with Office 365 required

  • Experience in pediatric therapy or healthcare administration is a plus

  • Availability to work U.S. business hours (CST preferred)

Benefits

  • Competitive salary commensurate with experience.

  • Opportunities for professional development and growth.

  • Work in a dynamic and supportive team environment.

  • Make a meaningful impact by helping to build and strengthen families across the globe.

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