Job Description

Position Title: Pediatric Therapy Office Secretary


The Pediatric Therapy Office Secretary is responsible for supporting the day-to-day administrative and operational functions of the clinic while ensuring professional, organized, and confidential communication with patients, families, providers, and internal staff. This role serves as a key point of contact for scheduling, insurance coordination, patient intake, and general office support to help ensure efficient clinic operations and a positive patient experience.

Key Responsibilities

• Answer and direct incoming phone calls in a professional and courteous manner
• Schedule patient evaluations, re-evaluations, therapy appointments, and follow-up visits
• Maintain and manage therapy waiting lists and appointment calendars
• Verify insurance eligibility, benefits, and coverage information
• Request, track, and follow up on insurance authorizations and referrals
• Coordinate physician referrals and maintain accurate patient documentation
• Assist with patient intake processes and collection of required documentation
• Maintain accurate records within electronic systems and ensure timely data entry
• Communicate effectively with families, providers, therapists, and insurance representatives
• Support general administrative and front office operations as needed
• Ensure compliance with HIPAA regulations and maintain strict patient confidentiality

• Previous administrative or medical office experience preferred
• Experience in a pediatric therapy, healthcare, or medical office setting is a plus
• Bilingual in English and Spanish required
• Strong organizational and multitasking skills
• Professional verbal and written communication skills
• Basic computer proficiency, including Microsoft Office and scheduling systems
• Ability to work in a fast-paced environment while maintaining attention to detail
• Knowledge of HIPAA confidentiality standards and healthcare office procedures preferred