Practice Coordinator

Key Responsibilities

• Oversee and support the daily front office and administrative functions of the clinic.
• Serve as the first point of contact for learners, caregivers, and staff; ensure a welcoming, professional environment.
• Day to day scheduling for the center through our EHR platform and coordinating cross-center support when needed.
• Back-end operational support, including managing timecards and time off requests, tracking attendance and scheduling patterns, and completing audits to ensure accurate documentation and time keep reporting.
• Back-up support to therapists for non-clinical related items such as; policy clarification, supporting a clean/spill, gathering supplies if therapists are unable to do so or watching a client if appropriate while staff takes a break (i.e., bathroom breaks).
• Maintain up-to-date documentation and records relevant to operations, vendors, and staff.

Clinical Policy & Procedure Oversight

• Ensure clinic operations align with internal policies, licensing regulations, and best practices in ABA service delivery.
• Support clinical leadership by monitoring adherence to clinical policies and procedures.
• Enforcement and follow through with company policies and procedures and may assist in the progressive discipline process under the direction of the CD.
• Aid in identifying and addressing compliance issues, and report concerns to the appropriate leadership.

Inventory & Supplies Management

• Manage inventory of office and clinical supplies; track usage and submit timely purchase requests.
• Supply ordering and stocking—ensure proper inventory is tracked and purchased to maintain appropriate stock at all times.
• Oversee organization and cleanliness of clinic spaces, including therapy rooms, common areas, and staff workstations.
• Support the center with daily cleaning tasks and maintaining a welcoming environment.

Vendor & Facility Coordination

• Act as the primary liaison with external and internal vendors including building maintenance, janitorial services, and supply providers.
• Coordinate repairs, installations, and facility needs to ensure a safe and efficient work environment.

Staff Communication & Coordination

• Coordinate onboarding logistics for new hires, including preparation of materials and first-day orientation.
• Support marketing efforts, which includes capturing photos/reels and utilizing our company platforms to recognize staff.
• Drive positive center culture and support staff retention efforts.

Qualifications

• Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, or related field preferred.
• Prior experience in healthcare, behavioral health, or ABA strongly preferred.
• Demonstrated ability to manage administrative tasks and support staff in a clinical environment.
• Strong interpersonal, organizational, and multitasking skills.
• Proficiency in Microsoft Office, Google Workspace, and scheduling platforms.