Client Services & Scheduling Manager (Pediatric Therapy)

Little Land Pediatric Therapy is seeking a highly organized and family-centered Client Services & Scheduling Manager to lead our scheduling and patient coordination functions. This role ensures that families receive a seamless experience from intake through ongoing therapy by overseeing scheduling operations, patient onboarding, evaluation and plan of care coordination, and communication with clinical teams.

The Manager will also supervise scheduling staff, oversee patient access processes, and collaborate closely with clinical and administrative leaders to optimize scheduling efficiency and client satisfaction.

Key Responsibilities

Scheduling & Patient Coordination

• Oversee the scheduling of evaluations, recurring therapy sessions, and make-up visits across OT, PT, ST, and ABA.
• Manage patient onboarding, intake, and plan of care coordination.
• Ensure accuracy and efficiency in scheduling while balancing therapist caseloads and family needs.
• Monitor appointment cancellations, no-shows, and reschedules to improve patient retention and utilization.

Client Services & Family Support

• Serve as the primary point of contact for escalated family scheduling concerns.
• Ensure consistent, family-centered communication across scheduling staff.
• Manage incoming referrals from physicians, pediatricians, schools, and community partners.
• Partner with the Client Relations team to maintain positive family engagement throughout care.

Team Leadership & Development

• Supervise and train scheduling coordinators and support staff.
• Provide staff development with emphasis on service excellence and EMR/scheduling accuracy.
• Foster a collaborative, positive team culture focused on both efficiency and family satisfaction.

Process Improvement & Collaboration

• Work with Clinical Leadership to ensure scheduling aligns with treatment recommendations and compliance standards.
• Partner with Marketing and Client Relations teams to support growth initiatives.
• Develop and monitor scheduling metrics such as waitlist management, utilization, and cancellations.

Qualifications

• Education & Experience:
  
  • Bachelor’s degree in Healthcare Administration, Business, or related field preferred.
  • 3+ years of experience in healthcare scheduling, patient coordination, or administrative leadership.
  • Familiarity with pediatric therapy administration preferred.
    
• Skills & Competencies:
  
  • Strong leadership and team management skills.
  • Excellent communication and conflict resolution skills.
  • Highly organized, detail-oriented, and adaptable.
  • Proficiency with EMR/scheduling systems, Microsoft Office.
  • Commitment to providing family-centered care.

Compensation & Benefits

• Salary: Competitive, commensurate with experience.
• Benefits: Health insurance, paid time off, retirement contributions, and professional development.
• Other: Opportunities to grow into higher-level leadership roles within a mission-driven organization.

Why Join Us?

At Little Land and Recess Pediatric Therapy, we believe in providing high-quality, family-centered therapy experiences. As the Client Services & Scheduling Manager, you will play a vital leadership role in ensuring seamless patient access, strong client relations, and smooth day-to-day operations that support both families and clinical teams.