Clinic Coordinator - Bethesda, MD (NW DC and nearby areas)
About the role
Bright Day Pediatric Therapies is a new multidisciplinary center serving children with autism and related developmental needs. We currently provide ABA Therapy and will be expanding to include Speech and Occupational Therapy later this year, to provide a truly coordinated, one-stop center-based setting.
Responsibilities
Build and Manage the Client Schedule: On any given day, each RBT sees 2–3 clients, and each client works with 2–3 RBTs. Every client has a different schedule, every RBT has a different schedule, and as we grow, we're adding new clients and new staff regularly. You'll build and maintain daily schedules with input from clinical leads, balancing authorized hours, staff availability, and consistent RBT-client pairings. When things shift, you'll need to adjust the schedule without losing the thread. You'll also speak directly with families about scheduling, which sometimes means guiding a family toward a start time that works best for their child's access to care, even when it requires a change to their routine.
Run intake and coordinate authorizations: The intake process is end-to-end: speaking with families to understand their child's needs and availability, describing the clinical work we do in terms a family can picture their child benefiting from, submitting paperwork for eligibility verification, recording benefits, preparing insurer-specific documentation for assessment authorization, scheduling the assessment, then submitting for treatment authorization. Each insurer has different requirements, and you'll learn to navigate them.
Learn and independently operate the clinic's core systems: our electronic medical record (Passage Health), our third-party billing and authorization partner (Missing Piece), and our payment platform (Square). Enter accurate patient information into Passage Health. Send required materials to Missing Piece. Track re-authorization timelines and required documentation using Passage Health and Excel. Process weekly payments from commercially insured families via Square. Follow up on outstanding items and flag delays early.
Support the Founder & Day-to-Day Operations: Handle delegated tasks — research, follow-ups, outreach, tech implementation, document prep — with minimal direction and reliable follow-through.
Support Families and Communication: Answer phones, emails, and faxes and provide information that helps our stakeholders (parents and referrers) understand what to expect and what’s needed from them. Keep communication clear and consistent, so families and referrers always know where things stand.
Open and/or close the clinic (schedule dependent): Keep the space clean, organized, and stocked. At Bright Day, everyone helps with end-of-day cleanup, even the Founder. A clean, organized clinic is part of the care we provide to our clients and to each other.
Help us improve over time: Notice where things get confusing or inefficient. Suggest practical improvements. Work closely with leadership and clinical staff to address issues. Help document our 'Standard Operating Procedures' (SOPs) so that as we grow, our quality stays the same.
Qualifications
- Bachelor's degree or equivalent is required; clinic or healthcare experience is a plus.
Who This Role Is a Good Fit For
You're Type-A in the best sense: You like systems, you like things buttoned up, and loose ends bother you. You thrive when you're busy and managing a lot of moving pieces at once. You're good with people: You can balance a family's needs against the clinic's constraints and land on something that works, without leaning on pressure. You communicate clearly and professionally. You like having ownership over your work. You take pride in things running smoothly. You're comfortable switching between high-level coordination and everyday tasks without seeing anything as "below you." You are excited to help create the checklists and workflows that don't exist yet. You learn new software and systems quickly — and enjoy figuring them out. The work we do and the families we serve resonate with you.
Who This Role Is Not a Fit For
Juggling a lot of competing demands at once leaves you stressed out and drained. You tend to leave things partially complete. You need constant direction to stay on track. You prefer a slower or more structured environment. This role isn’t for everyone and that’s ok. Growth Opportunity
For someone who masters the fundamentals of this role and grows with the clinic, there is a natural path toward a Clinic Manager role over time. We'd love to promote from within, but the foundation is doing this job exceptionally well first.