Patient Services Coordinator

Patient Services Coordinator:

Sunny Pediatric Services | Tallahassee, FL

Sunny Pediatric Services is a pediatric therapy practice that provides speech, occupational, and physical therapy as well as lactation consultation services to little ones in Tallahassee and surrounding areas. We are seeking a highly organized, proactive, and systems-oriented Patient Services Coordinator to support our growing practice. This role is essential in ensuring a seamless experience for families while maintaining efficient clinic operations, strong systems, and optimized therapist productivity.

Position Overview:

The Patient Services Coordinator oversees front office operations, patient experience, scheduling, referrals, and documentation. This role is responsible for maintaining efficient workflows that support patient flow from referral through ongoing care while ensuring therapists' schedules are filled and clinic operations run smoothly.

Primary Responsibilities:

Front Office & Patient Experience:

• Greet and check patients in/out; maintain a welcoming clinic environment.
• Answer phones, respond to inquiries, and support families with questions.
• Collect payments and manage front desk transactions.
• Provide a consistent, professional, and positive experience for all families.

Clinic Organization & Cleanliness:

• Maintain a clean, organized front office and waiting area.
• Ensure therapy rooms are cleaned and organized.
• Clean and sanitize toys and therapy tools regularly.
• Monitor and restock clinic supplies and materials.

Intake, Documentation & Compliance:

• Manage patient intake and ensure all required documentation is complete.
• Verify insurance benefits and track authorizations/IFSPs.
• Follow up with families for missing paperwork or requirements.
• Follow up with doctor's offices and service coordinators regarding prescriptions (Rx), signed plans of care (POCs), and authorizations.
• Maintain accurate, organized, and compliant patient records.

Referral Management & Patient Intake:

• Contact new referrals within 24–48 hours and guide families through intake.
• Maintain and update an accurate referral log from referral → scheduled.
• Follow up with families who have not yet scheduled.
• Ensure timely start of care and no lost or unworked referrals.

Scheduling & Operations:

• Schedule, reschedule, and manage patient appointments accurately.
• Fill cancellations and maintain full therapist schedules.
• Manage waitlists and assign new patients/evaluations appropriately.
• Communicate schedule updates to families and therapists.

Systems & Productivity:

• Develop and maintain efficient workflows for scheduling, referrals, and intake.
• Monitor therapist capacity, caseload distribution, and scheduling efficiency.
• Track cancellations, no-shows, and scheduling trends.
• Ensure schedules are filled to capacity while supporting smooth operations.

Qualifications:

• Strong organizational and multitasking skills.
• Excellent communication and customer service skills.
• Ability to manage systems and problem-solve independently.
• Experience in healthcare or pediatric settings preferred.

Why Join Sunny Pediatric Services?

At Sunny Pediatric Services, you'll join a tight-knit team where collaboration and mutual support drive everything we do. Our team-oriented culture means you'll work alongside passionate professionals who genuinely care about each other's success while making a meaningful impact on children and families in our community. As a growing practice, we offer real advancement opportunities, competitive hourly pay with potential to move to salary, and performance-based bonuses that reward your contributions to our shared success. When you join us, you're not just taking a job—you're becoming part of a supportive team dedicated to excellence.