Front Office Coordinator

Description Founded in 1979 by a group of very involved, hands-on, highly regarded therapists, Children’s Therapy Center is on a mission to maximize the potential of children with disabilities. Our approach is to dismantle racism and ableism by offering collaborative, personalized, and family-centered physical, occupational, and speech therapy. We believe in the power of teamwork and offer early intervention services and multidisciplinary, play-based, and child-led early childhood special education. Children’s Therapy Center is seeking a Front Office Coordinator to join our Team in Tacoma, Washington. As a member of the Administrative Operations and Facilities Team, reporting to the Administrative Operations Manager, this position will be responsible for all aspects of front office operations including greeting visitors, managing phone calls, patient check-in, distributing documents, and operating several types of office equipment. Our ideal candidate will be experienced, with excellent customer service skills. This position is highly visible, requiring discretion, sound judgment, and a pleasant and professional demeanor both in person and over the phone. Our Front Office Coordinator will be expected to provide exceptional customer service to all employees, families, and guests by creating a warm, welcoming, efficient, and professional office environment. Primary Responsibilities: Create and facilitate a warm, welcoming and inclusive experience by greeting, assisting, understanding and fulfilling the needs of families, visitors, and colleagues. Professionally, courteously, and promptly answer phones, sort faxes and accurately relay messages in information. Accurately and confidentially manage and safeguard patient information within the offices and through the Electronic Medical Records (EMR) system. Cancelling patient appointments and communicating to team members. Scheduling and canceling interpreters for patient appointments, monitoring pending requests and assist interpreters while they are onsite. Mail new-patient paperwork to families, and assist in the completion of paperwork as needed. Fulfill records requests and send reports; including copying, mailing, and faxing to families and other providers in accordance with HIPAA and privacy regulations. Request medical records from other providers. Scanning documents and data entry. Cross-train with other support staff positions; provide back-up coverage as needed. Collect co-pays, deductibles, and copies of medical insurance cards. Open and distribute mail. Receiving packages and notifying team members. Support the coordination of visitors and/or volunteers as needed. Inventory supplies and request replacement products. Support building operations and building safety as requested. Maintaining basic cleanliness of lobby and shared spaces in the building. Other tasks as requested. Requirements: Strong communication skills, including the ability to convey thoughts and express ideas effectively using various oral, written, visual, and/or non-verbal skills. Effective listening skills, including the ability to recognize, comprehend and appreciate various perspectives and diverse points of view. Organized and detail oriented, with the ability to organize work to meet various commitments and responsibilities. Ability to anticipate potential challenges, and adjust to changes as needed. Collaborative and participatory; serves as an active member of the team, inviting diverse perspectives to support organizational priorities and common goals. Demonstrated the ability to include, value, respect, and engage perspectives that cross cultural backgrounds, lived experiences, and diverse points of view. Strong decision-making skills, including the ability to complete duties factoring appropriate or relevant details, considerations, and input from all individuals impacted. Consciously and intentionally operates with self-awareness; consistently seeking opportunities to learning and grow in proactive and respectful ways. Proficient in Microsoft Word, Excel, and Outlook. Ability to speak multiple languages - a plus. Preferred experience with Electronic Medical Records, and knowledge of HIPAA Laws and Regulations. Passionate about being a part of a professional team working to serve the needs of children and their families. Schedule: This is a full-time hybrid position requiring 3 in-person days on a bi-weekly rotation Monday – Friday, 8:00am – 4:30pm, 40 hours per week. Week 1: In-Person Monday, Tuesday, Thursday; Remote Wednesday and Friday. Week 2: In-Person: Monday, Wednesday, Friday; Remote: Tuesday and Thursday. The schedule and in-person days reflect the minimum number of in-person days required. Candidates seeking a full-in person schedule may be accommodated. The schedule and in-person requirements are subject to change with appropriate notice as needed based on organizational needs. Compensation & Benefits: Children’s Therapy Center offers equitable and competitive pay commensurate with job-related experience and education. The pay rate range for this position is $20.05-$29.04 per hour dependent on related experience and education. Our comprehensive benefits package includes generous paid time off, medical, dental, vision, life insurance, and continuing education benefits. Supplemental/premium insurance options are also available. Eligible employees can enroll in our retirement plan with their first paycheck and will be eligible for company contributions after their first year of employment. Children’s Therapy Center is an equal opportunity employer. We seek to hire candidates that reflect diverse backgrounds, beliefs and cultural histories. We continually seek to understand, acknowledge and appreciate our differences, engaging with an attitude of respectful curiosity, and a growth-mindset. We believe everyone has the right to be respected and valued. Consistent with applicable federal, state and local laws, and our values, Children’s Therapy Center provides all employees and applicants with equal opportunity in all aspects of the employment relationship including consideration for employment without regard to race, color, religion, creed, national origin, sex, sexual orientation, age, marital status, veteran status, or the presence of any sensory, mental or physical disability, genetic information, or the use of a trained guide dog or service animal by a disabled person.

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