Medical Front Office Coordinator and Therapy Technician

The Therapy Technician / Medical Front Office Coordinator reports directly to the Director of Front and Back Office (DFBO) and plays a key role in supporting efficient clinic operations while providing a welcoming, family-centered experience. This position manages client check-ins, maintains an organized, clean, and professional environment, and provides coordinated administrative and operational support to therapists and staff. Working closely with families and internal teams, the role emphasizes clear communication, adaptability, and service excellence to ensure smooth, supportive experience for clients, caregivers, and clinicians. 

Key Responsibilities 

Manage scheduling inquiries via phone and email and reschedule or cancel therapy sessions as needed. 

Efficiently communicate with families to emphasize the importance of rescheduled sessions. 

Confirm appointments for new client evaluations and maintain accurate records of scheduling processes. 

Notify therapists and lead staff of schedule changes, cancellations, or no-shows 

Provide training to therapy techs to ensure consistency in procedures and communication. 

Front Office and Client Interaction 

Greet and communicate with clients and families, ensuring timely check-ins for therapy appointments. 

Verify insurance information, obtain necessary paperwork (e.g., consent forms, parent questionnaires), and upload to the clinic’s management system. 

Notify therapists of client arrivals, late arrivals, or cancellations. 

Assist with locating referrals and ensuring proper follow-up. 

Clinic Cleanliness and Maintenance 

Follow daily and weekly cleaning checklists, ensuring treatment spaces, offices, and therapy gyms are clean and well-stocked. 

Clean and sanitize toys, feeding therapy supplies, and highchairs regularly. 

Monitor and replenish cleaning supplies and therapy equipment as needed. 

Position Requirements 

Previous experience in medical office, therapy technician,  

Strong customer service, communication, and organizational skills. 

Ability to sit, stand, and move throughout the clinic for extended periods. 

Occasionally lift or move light equipment or supplies (up to 25 pounds). 

Proficiency in managing multiple tasks while maintaining a positive and team-oriented environment. 

Ability to maintain a positive and professional demeanor in a fast-paced environment. 

Attention to detail and a commitment to maintaining confidentiality and accuracy.