Clinic Coordinator- Long Island, NY

About the role

You will own the end-to-end coordination of daily operations at our Long Island clinic, ensuring a consistently excellent experience for patients, families, and clinicians. In this position, you are responsible for establishing trust through every interaction, from the initial admissions call to the final checkout. You will act as the warm, welcoming first point of contact while managing complex scheduling, insurance, and billing processes with professionalism. You will support clinicians by removing administrative barriers, handling referrals, and maintaining smooth communication with external providers. This role requires building and improving systems as we grow, incorporating feedback directly from the clinical team. You will also contribute to a positive office culture by participating in special projects and representing the clinic professionally in the community. Your work will be integral to the life-changing care delivered to children and families during this pivotal growth phase.

Key facts

What you'll do

• Oversee daily clinic operations from big-picture coordination to day-to-day details, including opening and closing duties and general office upkeep.
• Proactively identify opportunities to delight members, reduce administrative burden for clinicians, and improve operational processes as we scale.
• Serve as the first point of contact for patients and families, warmly welcoming them to the clinic and checking patients in for visits.
• Schedule initial and ongoing appointments for members using available scheduling tools and workflows.
• Ensure a seamless patient experience by confirming completion of required paperwork and supporting ongoing scheduling needs.
• Provide care coordination support, including communication with PCPs, teachers, and other providers; managing referrals, records requests, and case updates to ensure timely follow-through for families.
• Conduct insurance eligibility checks; handle billing, payment inquiries, and collections; and assist clinicians with prior authorizations as needed.
• Support in-person and virtual appointments with a range of administrative tasks supporting across Brightline clinics & virtual care settings.
• Maintain a welcoming, well-functioning clinic environment, including general upkeep, light décor for special occasions, and coordination with building management and external vendors.
• Manage office operations and resources, including office and testing inventory, supply ordering and deliveries, and support in management of the office budget.
• Participate in and support special projects across clinics focused on improving the patient and provider experience, as well as other special projects as assigned.
• Support marketing or outreach efforts as needed (e.g., school fairs, pediatric office drop-offs, community events, community calls), representing the clinic professionally.

Requirements

• 3+ years of experience in administrative, operations, or healthcare roles, with a proven track record of operating with high autonomy, staying exceptionally organized, and executing with high expectations.
• A passion for our mission to redefine behavioral health for children and their families.
• A strong desire to create a standout patient experience, with a background in excellent customer service.
• A genuine commitment to supporting clinicians in their life-changing work.
• Enthusiasm for building something new and the drive to work hard, grow, and make a meaningful impact for families.
• Comfort with a wide range of technologies, including email, EHRs, and scheduling tools, and confidence learning new systems quickly and providing thoughtful feedback.
• Excellent written and verbal communication skills and a warm, welcoming presence with families.
• Strong attention to detail and a commitment to following through on tasks, both simple and complex.
• Exceptional organizational skills, flexibility, and the ability to prioritize effectively day to day.
• A love of contributing to a thriving office and company culture.
• A bias for action, responding quickly and taking ownership.
• A "nothing is too big, nothing is too small" mindset.

Nice to have

• Previous experience in a medical office and/or familiarity with insurance billing.
• Basic project management experience or exposure to coordinating project workflows.
• Proficiency with Microsoft Excel (e.g., managing data spreadsheets, basic formulas).

Practical notes

This is a fully in-person role at our Long Island (Lake Success) clinic location. Hours are 9am-6pm (EST), with potential rotational weekend coverage (e.g., every other Saturday).