Client Coordinator

Client Coordinator Lenexa, KS Job Details Full-time 1 day ago Benefits Paid holidays Disability insurance Health insurance Dental insurance 401(k) Paid time off Vision insurance Life insurance Qualifications Collaborate with healthcare professionals Computer operation Microsoft Excel Customer relationship building Insurance verification Electronic health records (EHR) management Phone communication Outpatient clinic experience Payment processing Maintaining patient confidentiality Medical office experience Healthcare Administration Greeting customers Bachelor's degree in business HIPAA Patient service Medical scheduling Administrative experience Bachelor's degree Bachelor's degree in healthcare administration Productivity software Office management 1 year Business Managing patient records Care plans Escalation handling Communication skills Technical Proficiency Entry level Client interaction via phone calls Clinic management Full Job Description Client Coordinator About Us Playabilities for Sensational Kids is a dynamic, multi-disciplinary pediatric clinic specializing in occupational, physical, and speech therapy. We provide personalized, innovative, and client-centered therapy services to children with neurodevelopmental disabilities, including developmental delays, autism, and sensory processing disorders. Through engaging, play-based therapy, our team fosters growth, confidence, and independence, ensuring that every child receives the support they need to thrive. At Playabilities, we believe in doing better—for children, families, and the future of therapy. Our journey began with a simple but powerful idea: to break down the barriers that prevent children from receiving the services they need and deserve. We are committed to creating a world where therapy isn't limited by funding or structure but driven by possibility and passion. Our team at Playabilities doesn't just provide therapy—we build a movement that redefines what pediatric therapy can be. Our work is guided by five core values that shape our culture and mission, and every day, our team brings these values to life: Passionate About Making a Difference

• We are energized through serving others. Every action we take is driven by our commitment to improving the lives of children and families. Learn and Innovate
• We strive for personal and professional growth to continuously better serve our company and community. We embrace change and new ideas. Do the Right Thing
• We prioritize relationships and make all decisions, especially people decisions, with integrity. Trust is at the heart of everything we do. We Build a Village
• Connection is the foundation of our services. We create meaningful relationships, ensuring families and professionals feel supported every step of the way. Share Joy and Have Fun
• Therapy should be empowering and joyful.

We help families achieve and maintain "joie de vivre"—the joy of life—through our work. Your Role At Playabilities, we are seeking a Client Coordinator to support our Lenexa clinic. This is an exciting opportunity for someone who is passionate about making a difference and building meaningful connections. In this role, you will support the efficient operation of the front office and overall clinic experience while serving as a key point of connection for families, therapists, and clinic operations. The Client Coordinator helps ensure a welcoming, organized, and high-touch experience for everyone who enters the clinic. Supporting Families & the Care Journey Serve as the primary Playabilities representative beginning at a client's evaluation and throughout their course of care Educate families on early intervention, service coordination, and the therapy process at Playabilities Ensure families are well-informed, supported, and connected to appropriate resources Maintain accurate client profiles and updated Plans of Care in the Electronic Medical Records (EMR) system Scheduling & Continuity of Care Manage and maintain all ongoing therapist schedules for the assigned clinic location Schedule patients following initial evaluations and support real-time schedule change requests from families Coordinate therapist coverage for illness, personal time, or extended leave using available staff or the PRN Therapist List Ensure all planned time out of the office has an appropriate coverage plan that is accurately reflected in the EMR. Front Desk & Daily Operations Serve as the face of the front desk by greeting clients and visitors and creating a positive, welcoming atmosphere Manage all incoming clinic communication, including phone calls, emails, texts, faxes, and the Raintree communication dashboard Direct questions and inquiries to the appropriate team member or department for resolution Complete daily "End of Day" processes for cancellations and charges in accordance with the Cancellation Policy Administrative & Clinic Support Process payments and request signatures on outstanding paperwork through the EMR Provide families with informational packets during evaluations and obtain insurance information and payment details Process or delegate medical records requests from external parties such as physician offices, insurance companies, and current or former clients Perform insurance verifications for current clients when coverage changes mid-year and escalate concerns to the billing team as needed Serve as administrator for the patient portal and address technical issues promptly Facilities & Team Collaboration Partner with the Rehab Tech, Assistant Clinical Manager, and Clinical Manager to support facility and operational needs Oversee daily lobby upkeep, organization, vendor check-ins, and equipment ordering as needed Support other departments within the organization to ensure a cohesive and well-functioning team Communication, Culture & Values Uphold a professional standard of communication with families, therapists, clinic staff, and the public Respond to electronic communication promptly, with an expectation of response within two business days Act as a liaison for families by addressing questions, problem-solving, and escalating concerns appropriately Support Playabilities' Core Values and contribute to a positive clinic culture, including assisting with clinic-wide celebrations and employee events Maintain strict confidentiality and comply with HIPAA and Employee Handbook guidelines Flexibility & Adaptability Prioritize daily responsibilities in a fast-paced clinic environment Demonstrate flexibility, adaptability, and initiative to support evolving clinic needs Proactively identify opportunities to support families and therapists throughout the day

What You'll Bring:

Passion and Purpose:

A genuine interest in supporting children, families, and clinical teams in a healthcare or service-based environment. A Bachelor's degree in healthcare administration, business, or a related field is preferred, along with a strong commitment to Playabilities' mission and values.

Client-Centered Mindset:

At least one year of customer service experience, with a demonstrated ability to engage with families and the public in a compassionate, professional, and responsive manner. Prior experience in a medical office or therapy clinic (Occupational, Physical, or Speech Therapy) is highly preferred.

Organizational Excellence:

You are detail-oriented and comfortable managing schedules, documentation, and multiple priorities at once. Experience using an Electronic Medical Records system is required, with Raintree experience highly preferred.

Communication & Relationship Building:

You communicate clearly and professionally across phone, email, text, and in-person interactions. You're comfortable serving as a liaison, addressing questions or concerns, and escalating issues when appropriate to ensure families feel supported.

Tech Savvy:

You are proficient with Microsoft Office and comfortable navigating multiple computer systems and platforms throughout the day, including EMR systems, patient portals, and communication dashboards. Intermediate Excel experience is preferred.

What We Offer A Mission You Can Believe In:

At Playabilities, we are dedicated to transforming pediatric therapy and creating new possibilities for children with all abilities. Founded by visionary occupational therapist Kelly Reardon, our mission is deeply rooted in enriching the lives of children and families. Every day, you'll have the opportunity to make a meaningful change alongside a passionate team that values innovation, collaboration, and exceptional care. Our goal is to lead pediatric therapy in the Midwest and become the clinic of choice for families, shaping the future of pediatric therapy, and making a lasting impression in children's lives.

Growth Opportunities:

We're not just growing as a company; we're building a movement. Here at Playabilities, you'll have the chance to develop your career and enhance your skills while contributing to a collaborative and innovative environment. Whether you're looking to expand your expertise or grow within our organization, we provide the tools and support to help you succeed.

A Village of Care & Collaboration:

We are dedicated to being the best place to work for therapists, where collaboration across disciplines creates a vibrant and supportive community. At Playabilities, we're seeking passionate individuals who thrive in a dynamic, collaborative setting and are eager to make a meaningful impact in the lives of children and families. Here, you'll be part of a team that supports and empowers each other, cultivating an atmosphere where every contribution is valued and celebrated.

Competitive Compensation:

We appreciate the dedication and expertise of our team, which is why we offer competitive compensation that reflects your hard work. Your contributions will not only be recognized and rewarded but will also make a meaningful impact every day.

Premium Benefits:

We offer a comprehensive benefits package to support your health and well-being. Full-time employees enjoy health, dental, vision and life insurance, along with employer-paid-short-term disability. The package includes competitive paid time off (PTO), 8 paid holidays per year, and a 401(k) plan to support your long-term financial goals. We even provide Personal & Community Enrichment (PCE) time—empowering you to extend your impact and nurture positive change beyond Playabilities. The best part? Your benefits begin on the first day of the month following your hire date!

Additional Details:

Physical Demands Ability to leverage multiple computer systems and applications simultaneously to maximize productivity. Ability to remain seated for extended periods while performing administrative and coordination tasks. Ability to perform extensive phone-based communication throughout the workday. Work Environment Duties are performed in a professional, deadline-driven office environment and within the clinic setting. Regular interaction with staff, clients, families, and community stakeholders. Fully onsite, with all work performed at the organization's designated clinic. 40-hour workweek, with work hours ranging between 7:00 AM and 6:00 PM. The typical schedule is 8:00 AM to 5:00 PM, based on clinic needs. Position is located at our Lenexa clinic. Equal Employment Opportunity (EEO) Statement Playabilities does not discriminate in employment opportunities or practices based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, marital status, military or veteran status or any other characteristic protected by local, state, or federal law. If you're ready to bring your expertise to a mission-driven team and take your career to the next level, we'd love to have you join our dedicated team. Apply today and become a part of something bigger!