Front Office Manager (Scheduling & Client Intakes)

Client Services Manager – Scheduling, Intakes, Authorizations

San Jose, CA | Full-time | $28–$32 per hour

Joy & Laughter Developmental Therapy is seeking an organized and service-oriented Client Services Manager to oversee scheduling operations and lead our Client Services team.

This is a hands-on leadership role responsible for ensuring families experience smooth communication, timely scheduling, and an exceptional experience while receiving therapy services.

The Client Services Manager supervises a small administrative team while coordinating closely with clinical and billing departments to keep schedules running efficiently and operations organized.

This position is ideal for someone who enjoys leading a team, improving systems, and creating a calm, organized environment in a fast-paced clinic.

Key Responsibilities Scheduling Operations

• Oversee daily & weekly patient scheduling across multiple therapy providers
• Ensure therapist schedules are optimized, and appointment slots remain filled
• Coordinate schedule changes, cancellations, and provider availability
• Maintain accurate scheduling systems and documentation

Team Leadership

• Supervise and mentor 3–5 Client Services Associates
• Provide training, guidance, and performance feedback
• Help the team maintain high standards for professionalism and communication
• Support hiring, onboarding, and development of administrative staff

Client Experience

• Ensure families receive timely responses and compassionate service
• Oversee new patient intake coordination and documentation flow
• Collaborate with clinical and billing teams to ensure smooth patient transitions
• Address concerns or challenges calmly and professionally

Operations & Coordination

• Maintain division statistics and report operational metrics
• Ensure office systems, procedures, and workflows operate efficiently
• Coordinate communication across administrative and clinical teams
• Help maintain a safe, organized, and welcoming clinic environment

What We’re Looking For

We are seeking someone who is:

• Highly organized and detail-oriented
• Comfortable leading and supporting a small team
• Skilled at problem-solving and improving systems
• Calm and professional in a fast-paced environment
• An excellent communicator with both families and coworkers
• Comfortable using technology and learning new systems

Ideal candidates often come from roles such as:

• Medical Office Supervisor
• Patient Services Coordinator
• Lead Scheduler
• Front Desk Supervisor
• Practice Coordinator

Qualifications Required

• 3+ years professional work experience
• 1+ year in a leadership, supervisory, or office coordination role
• Strong computer and administrative skills
• Experience working in a fast-paced environment, managing multiple priorities

Preferred

• Experience working in a medical, therapy, dental, or healthcare clinic
• Familiarity with insurance verification or authorization processes
• Bilingual in Spanish, Mandarin, or Vietnamese
• Degree in Business, Communications, or a related field

Why Join Our Team?

Joy & Laughter Developmental Therapy is a growing pediatric therapy clinic dedicated to helping children and families thrive.

We serve hundreds of therapy visits each week and operate with a highly collaborative team environment. Our clinic has been recognized on the Inc. 5000 list three years in a row for our growth.

We believe in supporting our team members through leadership development, mentorship, and opportunities for advancement.

Benefits

• Health, dental, and vision insurance
• 401(k) with employer matching
• Paid time off
• Life insurance
• Flexible schedule
• Professional development opportunities
• Opportunities for advancement

Apply Today

Email: Careers@JLDtherapy.com
Call: (408) 337-2727

Or apply directly through the job posting to start the conversation.

Learn more about us:
https://jldtherapy.com/careers/

Job Type: Full-time

Pay: $28.00 - $32.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Are you available to work 8-7 pm Monday -Saturday if needed?

Experience:

• Healthcare: 1 year (Required)
• Leadership: 1 year (Required)

Language:

• Spanish (Preferred)

Work Location: In person