About Parallel Play Parallel Play is a pediatric occupational therapy and adapted movement clinic where we believe movement changes everything. We are a small, growing team committed to providing excellent care to kids and families while creating a workplace where therapists can do great work without being buried by administrative tasks. As we've grown, so have the systems, communication, billing, and behind-the-scenes work required to keep everything running well. We're looking for someone who can take real ownership of that side of the practice. The Role The Clinic Operations & Billing Coordinator will help manage the administrative side of the client experience, from the first inquiry through onboarding, ongoing communication, billing, and eventually discharge. This is a non-clinical, non-billable role for someone who is highly organized, communicates well, follows things through to completion, and genuinely enjoys making systems work better. We're not looking for someone who simply waits for a task list. We're looking for someone who can learn how our practice works, take ownership of recurring processes, notice when something isn't working, and help us fix it.
Hours, Location & Compensation Part-time:
Approximately 20-25 hours per week to start, with the opportunity for hours and responsibilities to grow over time
Compensation:
$23-28/hour, depending on experience
Location:
Hybrid. The majority of this role can be completed remotely, with the expectation of being available to meet in person at our clinic at Stanley Marketplace approximately 1-2 times per month
Schedule:
We offer flexibility in how remote hours are structured, but this role requires consistent availability during portions of normal business hours to communicate with families, insurance companies, therapists, and other organizations
Employment:
Part-time position with the potential to grow as the role and practice evolve We're looking for someone interested in growing with the position. While we're starting at 20•25 hours per week, there is opportunity for increased hours, responsibilities, and ownership as our practice continues to grow. Responsibilities Client Onboarding & Communication Manage new client inquiries and guide families through the onboarding process Collect and track required intake paperwork, insurance information, authorizations, and other documentation Communicate with families regarding scheduling, paperwork, policies, funding, billing questions, and next steps Assist with waitlist management and placement of new clients Follow up on incomplete paperwork and outstanding client needs Medical Billing & Revenue Cycle Support Submit and monitor insurance claims Review claim status and follow up on unpaid, rejected, or denied claims Support Medicaid and private insurance billing workflows Verify insurance eligibility and benefits as needed Track authorizations and approved service periods Post and reconcile payments and identify discrepancies Communicate with families regarding balances, insurance issues, and billing questions Maintain accurate billing records and follow billing issues through to resolution Clinic Operations Manage and organize shared inboxes and incoming communications Maintain internal task-management systems and workflows Create and update administrative processes, checklists, templates, and SOPs Support scheduling changes, cancellations, and other client logistics Coordinate administrative needs between families, therapists, and leadership Identify inefficiencies, recurring problems, and opportunities to improve our systems Help build infrastructure that allows the clinic to continue growing without creating unnecessary chaos Required Qualifications Exceptional attention to detail and follow-through. Authorization, billing, and client information must be tracked accurately and consistently. Clear, warm, and professional communication with families, therapists, and outside organizations Comfort communicating by phone and email and managing scheduling and other client logistics Strong basic technology skills, including Google Workspace, spreadsheets and trackers, and the ability to quickly learn EMR, billing, and practice management systems Ability to manage multiple ongoing tasks and deadlines without losing track of details Good judgment and problem-solving skills, including knowing when to independently move something forward and when to ask for help Ability to handle sensitive client and business information with discretion and maintain HIPAA-required confidentiality Dependable, resourceful, and comfortable taking ownership of responsibilities rather than waiting for step-by-step direction Experience We'd Love to See Medical billing or revenue cycle experience Experience with Medicaid and/or commercial insurance Experience working in healthcare, therapy, pediatrics, or private practice Familiarity with electronic medical record systems such as SimplePractice Experience creating or improving administrative workflows and systems We don't expect one person to walk in knowing every piece of our practice. We do expect someone who is curious, resourceful, willing to learn, and capable of taking increasing ownership as they learn the role. Reliability & Transparency Because this role involves independent, mostly remote work and responsibility for time-sensitive client and billing needs, reliability and transparency are essential. We don't expect perfection, but we do expect clear communication, consistent follow-through, and honesty when something is missed, delayed, or unclear. We'd much rather know about a problem early so we can solve it together than discover it later. We're looking for someone who can be trusted to manage their time, communicate proactively, ask questions when needed, and follow through on what they say they'll do. What Success Looks Like Families know what they need to do and what comes next. Claims are submitted accurately and followed through until they're resolved. Therapists spend less time dealing with administrative issues. Important emails, paperwork, authorizations, and tasks don't disappear into the abyss. Our systems become simpler and more reliable as we grow•creating order where there currently may be…less order And our owner is no longer the default person responsible for remembering every tiny operational detail in the entire practice.
Pay:
$23.00•$28.00 per hour Expected hours: 20.0•25.0 per week
Benefits:
Flexible schedule Paid time off Application Question(s): How many years of medical billing or healthcare revenue cycle experience do you have? What software or systems have you used for medical billing, scheduling, client management, or electronic medical records? This role involves keeping track of many small but important details at once—authorizations, incomplete paperwork, claims, scheduling needs, emails, and follow-ups. Briefly describe a system you've used to make sure things don't fall through the cracks. A parent emails with a billing problem you haven't encountered before and you're not immediately sure how to resolve it. What would you do next? What interests you about this particular role at a small, growing pediatric therapy practice?
