Job Description

Job DetailsJob Location: Higgins - San Antonio, TX 78217Position Type: Full TimeEducation Level: High SchoolJob Shift: Varies, M-F 7am to 6pmJob Category: Admin - ClericalGENERAL DESCRIPTION OF POSITION
The Pediatric Therapy Clinic Support Specialist plays a key role in creating a positive and welcoming first impression for families, patients, and community partners. This position supports patient access functions across the Pediatric Therapy Clinic (PTC) by greeting guests warmly, responding to inquiries with care and accuracy, scheduling appointments and ensuring families are guided to the right resources quickly and effectively.
This position provides essential administrative, scheduling, and operational support to the Pediatric Therapy Clinic (PTC) team and clinic leadership. Core responsibilities include managing inquiries, processing referrals, supporting enrollment, verifying insurance benefits, coordinating therapy schedules, assisting with payments, and maintaining accurate documentation. The Specialist helps ensure smooth clinic operations, supports safety and organization in shared spaces, and serves as a reliable communication link between the clinic and families.
The Pediatric Therapy Clinic Support Specialist exemplifies Brighton Center’s commitment to exceptional service, professionalism, and family centered care by delivering exceptional customer support, maintaining smooth operational workflows, and supporting staff and families with clarity, accuracy, and compassion.
ESSENTIAL FUNCTIONS
This position requires face to face interactions with staff, board, vendors, and the general public on a daily basis to accomplish all essential functions of the position.
Program Support Responsibilities (55%)
o Inquiries and Enrollment: Serve as the first point of contact for families by creating a warm, welcoming experience. Manage all inquiries within twenty four hours, gather essential information, and guide families through the enrollment and intake process. Create user profiles, prepare and process paperwork, and ensure families understand next steps of becoming a patient of PTC. Support a smooth onboarding experience through clear communication, consistent follow through, and high quality customer service.
o Clinical and Program Support: Provide direct support to the Pediatric Therapy Clinic, Maintain clean and organized work areas, ensure proper supply readiness, and support program documentation needs. Process record requests, therapy referral forms, and complete DAYC scanning and filing within the electronic medical record system. Manage all aspects of patient scheduling across program, applying strong high volume clinic scheduling knowledge and therapy clinic experience. Optimize therapist schedules to support evaluations, treatment delivery, documentation time, and patient needs. Review and verify patient insurance benefits, determine eligibility, and communicate benefit changes with accuracy and clarity. Utilize systems such as Availity and In Network Smart Products to complete eligibility checks and authorization tasks. Assist with authorization requirements as needed to support timely care. Accompany clients between the lobby and therapy spaces, ensuring a calm and reassuring experience. Provide cross coverage and serve as backup to the Impact Specialist for overall operational needs.
o Teamwork and Collaboration: Participate actively in collaborative weekly team meetings and support the flow of information between programs. Work effectively with colleagues by sharing updates, anticipating needs, and contributing insight that improves processes and family experience.
Administrative Excellence (40%)
o Exceptional Customer Service: Deliver outstanding service to families and guests through clear communication, empathy, and professionalism. Respond to in person and phone inquiries, determine eligibility, provide program information, and connect families to appropriate resources. Log inquiries, complete follow up communication, prepare meeting materials and minutes, and maintain organized documentation to support program operations. Utilize bilingual skills to ensure families receive accessible and equitable communication.
o Front Desk Management: Maintain a welcoming, organized, and professional environment across the front desk, lobby, board room, and lobby restrooms. Conduct daily walk throughs, identify necessary maintenance needs, and submit requests promptly. Ensure safety procedures are consistently followed and communicated. Support a first impression that reflects Brighton’s values and commitment to high quality service.
o Clinic and Payment Support: Schedule and check in clinic patients, manage workflow efficiently, and process payments with accuracy. Support administrative functions within the clinic by assisting with documentation, maintaining supplies, and ensuring smooth daily operations. Provide high quality front office therapy clinic support grounded in accuracy, professionalism, and strong patient care coordination.
OTHER FUNCTIONS (5%)
o Proactively identify opportunities to support clinic operations and take initiative in completing additional tasks or special projects that advance team goals and overall efficiency.
o Perform other duties as assigned to ensure smooth, effective, and responsive clinic and program operations.
QualificationsRequired:
High school diploma or equivalent
Minimum of one year experience in a clinical office, therapy clinic, or high volume scheduling environment
Experience supporting front office operations within a healthcare or therapy setting
Skilled in high volume patient scheduling and coordination
Experience reviewing eligibility, verifying insurance benefits, and supporting authorization processes
Proficiency using systems such as Availity for eligibility verification and familiarity with In Network Smart Products
Strong comprehension skills with the ability to interpret instructions provided in written, oral, or diagram formats
Proficiency in Microsoft Office including Word, Excel, Outlook, and the ability to learn new software quickly
Excellent interpersonal communication skills to support families, visitors, staff, funders, and community partners
Ability to thrive in a fast paced environment with strong multitasking and time management abilities
Demonstrated ability to work both independently and collaboratively within a close team
Bilingual in English and Spanish to support family access and communication
Ability to maintain confidentiality, accuracy, and professionalism in all interactions
Ability to lift, carry, or assist with light operational tasks as needed in a therapy clinic environment
Preferred:
Associate or bachelor’s degree in business, healthcare administration, social services, or a related field
Two years of experience in a non profit, healthcare, or pediatric therapy environment
Experience working in EMR systems and supporting therapy clinic workflows
Knowledge of Early Childhood Intervention, Pediatric Therapy Clinic operations, or special education service environments
NECESSARY SKILLS
Embodies and applies our core values in daily work, fostering a supportive and collaborative environment.
Demonstrates punctuality, regular attendance, and a commitment to meeting deadlines.
Possesses a positive, service-oriented attitude when interacting with diverse individuals at all levels, both in person and over the phone.
Performs clerical, and other duties with accuracy and speed, even without constant supervision.
Showcases a high-quality work ethic, professionalism, responsibility, and ethical conduct. Excellently organizes, solves problems, communicates, adapts, and collaborates with others.
Maintains confidentiality, discretion, and sound business judgment.
Possesses client-centered awareness, knowledge, and abilities.
Connects skillfully (written and verbally) with families, staff, and the community.
Fosters teamwork proactively addresses conflicts and seeks timely resolutions.
Effectively manages dual monitor screens and multiple programs simultaneously.
MENTAL & PHYSICAL DEMANDS
MENTAL DEMANDS
Handles basic computations with ease.
Maintains composure under pressure and empathizes with various stakeholders.
Concentrates and completes tasks amidst distractions.
Actively listens and utilizes critical thinking and problem-solving skills.
Takes personal responsibility for actions and commitments.
Prioritizes tasks and calendars effectively, meeting deadlines consistently.
PHYSICAL DEMANDS
Ability to work standard business hours.
Able to lift and/or move up to 20 pounds.
Can comfortably sit for extended periods.
Able to focus on computer screens for extended durations.
TOP COMPETENCIES
Interpersonal Skills
Listening/Negotiating
Customer Focus
Organizational Agility
Integrity and Trust
Intellectual Acumen & Adaptability
Process & Systems Management
Priority Setting