Front Desk & Receptionist - Parent Coordinator at The Sensory Studio

The Sensory Studio is a private pediatric speech and occupational therapy practice dedicated to helping children build confidence, develop skills, and reach their fullest potential. With multiple locations serving families throughout Staten Island, our team is committed to providing exceptional clinical care while creating a welcoming, supportive, and positive experience for every child and family who walks through our doors.

We believe that outstanding patient care begins long before a child enters a therapy room. It begins with the first phone call, the first email, the first question answered, and the first relationship built. That is where our Patient Coordinators come in.

At The Sensory Studio, our Patient Coordinators are far more than receptionists. They are the face of our practice, the voice of our organization, and often the first person a family turns to for guidance and support. They play a critical role in creating meaningful connections with families while ensuring the daily operations of our centers run smoothly and efficiently.

As a Patient Coordinator, you will serve as the bridge between families, therapists, and administrative teams. You will help parents navigate scheduling, answer questions, provide support during challenging moments, and ensure that every family feels welcomed, heard, and cared for. Your ability to balance empathy, professionalism, organization, and efficiency will directly impact the experience of every family we serve.

This role is ideal for someone who enjoys building relationships, solving problems, and creating exceptional experiences for families while balancing the operational demands of a busy pediatric therapy practice.

The Sensory Studio is open for therapy Monday through Thursday from 9 am - 7 pm.

Parent Coordinator Position Schedule: Candidates must be able to provide full availability for one of the scheduling options below in order to be considered for this position.

Monday-Thursday 8:30 am - 5:30 pm
Monday-Thursday 11 am -7:15 pm
Monday- Thursday 2:00 pm - 7:15 pm

Responsibilities
Serve as a primary point of contact for prospective and current families via phone, email, text, and in-person interactions
Conduct initial patient intake calls and gather information regarding concerns, therapy needs, and scheduling requirements
Create, maintain, and update patient records and documentation
Schedule intake interview's, therapy sessions, and ongoing appointments
Manage appointment changes, cancellations, waitlists, and provider schedule adjustments
Release and coordinate school-year and summer schedules
Assist with copay collection and basic patient account inquiries
Coordinate intake paperwork and ensure required documentation is completed and received
Communicate effectively with therapists, supervisors, and administrative staff regarding patient needs and scheduling matters
Monitor and prioritize multiple communication channels while ensuring timely follow-up
Support day-to-day office operations and administrative initiatives
Maintain confidentiality and professionalism in all patient interactions
Identify opportunities to improve processes, efficiency, and the overall family experience
The ideal candidate is energetic, organized, personable, and highly professional. They are capable of managing multiple priorities simultaneously without sacrificing accuracy, efficiency, or the quality of the family experience.

Successful candidates will possess:
Exceptional verbal and written communication skills
Outstanding customer service and relationship-building abilities
Strong organizational and multitasking skills
Excellent attention to detail and follow-through
The ability to remain calm, professional, and solution-focused in a fast-paced environment
A natural sense of empathy and emotional intelligence
Strong technology skills and comfort learning new software and systems
The ability to think critically, solve problems, and work independently
Professional judgment and the ability to maintain appropriate boundaries
A collaborative team-oriented mindset
A positive attitude and professional presence that helps create a welcoming environment for families and staff alike

Qualifications (Preferred not Required)
Experience in a medical office, therapy practice, healthcare setting, customer service, hospitality, education, or other service-oriented environment
Familiarity with electronic medical records (EMR) systems and patient scheduling platforms
Basic understanding of medical office operations and healthcare terminology
Knowledge of common insurance and billing terminology, copays, deductibles, and patient financial responsibility preferred, but not required
Strong proficiency with Microsoft Office, Google Workspace, and technology-based systems
Experience working with children and families is a plus