Director of Scheduling and Administration (Pediatric Therapy)

Director of Scheduling and Administration (Pediatric Therapy) Little Land Pediatric Therapy & Play Gym - 5.0 Cedar Park, TX Job Details Full-time $48,000 - $58,000 a year 8 hours ago Benefits Paid holidays Qualifications Health insurance authorizations In-person patient registration Patient scheduling systems Correspondence management Patient question and concern management Operations management Phone communication Outpatient clinic experience Medical insurance coverage verification Operational management Intake Caseload management Practice management software Patient demographics Patient complaint handling Team scheduling Mid-level Outpatient Outpatient facility experience Administrative experience Records management Team management Resource scheduling coordination Health record tracking Pediatrics Customer issue escalation Working with families Outpatient services management Managing patient records Process management Full Job Description About Little Land Little Land Pediatric Therapy & Play Gym is a pediatric therapy company serving children and families across Texas and California. Our Cedar Park clinic is a high-volume, high-energy environment where families come every day for occupational therapy, physical therapy, speech therapy, and ABA services. We believe great clinical care starts with great operations. This role is the operational anchor that makes that possible. The Role We're hiring a Director of Administration to own the full administrative function of our Cedar Park clinic. You will manage patient scheduling, intake, front desk operations, and the administrative team — reporting directly to our Executive Clinical Director. This is a working director role. You are managing and doing. You'll be embedded in the clinic, working closely with clinical leads, and responsible for ensuring the administrative side of the patient experience is seamless from first contact through discharge. What You'll Own Scheduling Management Oversee therapy scheduling across all disciplines — OT, PT, ST, and ABA — keeping caseloads full and gaps minimal Manage the scheduling coordinator and hold the team to accuracy, timeliness, and proactive coverage Coordinate with clinical leads to align scheduling with therapist capacity, authorizations, and payer requirements Anticipate and resolve cancellations, no-shows, and waitlist movement Patient Intake & Oversight Own the new patient intake process from initial inquiry through first appointment Ensure all intake documentation — registration, insurance verification, authorizations, consent forms — is complete before the first visit Maintain accurate patient records in the practice management system Patient Communication & Family Experience Serve as the primary point of accountability for family-facing communication — phone, email, and in-person Manage appointment reminders, schedule changes, and patient correspondence Address family concerns and escalate appropriately Patient Lifecycle & Retention Own the administrative side of the full patient lifecycle — intake through discharge Track authorization status and expiration across active patients Monitor attendance patterns and flag drop-off risks before caseload gaps develop Ensure clean administrative transitions when patients change services or therapists Who You Are 3+ years in clinic administration, office management, or healthcare operations — pediatric therapy or outpatient specialty preferred Organized, detail-oriented, and comfortable holding a team accountable You operate well in a patient-facing environment and understand the clinical rhythm of a therapy practice You build structure where it doesn't exist — this energizes you rather than frustrates you You communicate clearly and follow through Compensation & Benefits Base salary: $48,000 - $58,000, based on experience Full-time, salaried exempt PTO and paid holidays Health benefits (details during offer process) Little Land is an equal opportunity employer.