Introduction to Chatterboxes
Chatterboxes, a team of experts and innovators within the pediatric speech-language pathology field, is seeking an exceptional new team member to join a passionate group of superwomen helping to improve the lives of children. Over the last fourteen years we have consistently pioneered new business model innovations and we’re just getting started!
We value close-knit collaboration and strong relationships and invite applications from individuals interested in making a long term commitment to our mission. We are seeking someone to work remotely. In this role, you will work directly with our patients and Speech-Language Pathologists (SLP's).
The Opportunity
We are in search of a Patient Scheduling Coordinator to work alongside our SLP's to support the patient scheduling process. As a critical team member you will play a pivotal role in ensuring our patients are well served and our SLP's schedules are highly optimized.
Are you a tech-savvy organizer who loves solving complex scheduling puzzles while making a difference in children's lives? Join our team as a Patient Scheduling Coordinator and become an essential bridge between families and our dedicated speech-language pathologists.
If you enjoy helping those who help others make change within children’s lives, this role may be your perfect fit. Above all, you are seeking the intangible balance that comes with a mission-driven company where you can drive impactful change in a vital and specialized industry. Making a difference in the lives of others is a critical aspect of your personal happiness level.
As our Patient Scheduling Coordinator, you'll orchestrate vital connections between families seeking speech therapy services and our experienced pediatric SLPs. Working in a virtual environment, you'll ensure every family's journey begins with warmth, clarity, and careful attention to their needs.
RESPONSIBILITIES:
Patient Matching & Scheduling
- Create perfect matches between patients and SLPs based on multiple variables including clinician expertise, geographic location, availability, and age/diagnosis preferences
- Coordinate both teletherapy and in-home visits, using Google Maps to optimize travel routes for clinicians
- Maintain a dynamic waiting list using Monday.com to efficiently match clients with available appointment times
- Coordinate therapy sessions with private client schools
Technology & Systems Management
- Maintain up-to-date records in Simple Practice, including new client information, progress reports, and intake forms
- Keep clinician availability calendars current and accurate
- Track SLP specialties, interests, and availability using Google Docs and Sheets
- Communicate efficiently with the team through Slack for all scheduling updates
Family Communication & Support
- Guide families through the onboarding process with clear communication and necessary information
- Manage appointment modifications and make-up sessions with care and attention
- Document special requirements for home visits, including parking, directions, and security details
- Provide warm, professional communication via phone and email
Team Collaboration
- Work closely with Clinical Leaders daily to optimize new client placement
- Keep SLPs informed of schedule changes and new appointments
- Support the entire team in maintaining efficient scheduling processes
- Work Environment Skills: Proficiency in Slack for team communication. Experience with Google Sheets and Google Docs. Home or office setup that supports efficient working processes. Comfortable with remote work and self-management once given clear direction.
- Minimum of 2 years of equivalent administrative experience.
- Bachelor's degree in a related field preferred. You are a lifelong learner.
- Self-starter with tenacity, comfortable working independently, multitasking to meet deadlines & ready to deliver.
- Proficiency with modern technology and a knack for learning new digital systems.
- Demonstrated commitment to customer care, compassion, and satisfaction, with an obsessive focus on timelines and deliverables.
- An optimistic, upbeat, and resilient attitude, coupled with a solution-oriented mindset.
- Possess an innate commitment to honesty and integrity.
- Ability to dial up or down your time commitment to the role which will require an average of 15-20 hours per week but at times may increase based on seasonality.
What Makes You Perfect for This Role
- Natural talent for organization and process improvement
- Tech-savvy mindset with eagerness to learn new systems
- Experience with scheduling or dispatching, particularly in home care settings
- Problem-solving abilities that help you tackle complex scheduling puzzles
- Genuine enjoyment in providing exceptional customer service
- Strong communication skills across multiple platforms (phone, email, Slack)
- Ability to juggle multiple priorities while maintaining attention to detail
Required Technical Proficiency
- Comfort with or learning how to use practice management software (Simple Practice)
- Experience with productivity tools including Google Workspace, Slack, Zoom and Monday.com
- Ability to quickly learn and adapt to new technology platforms
Impact
Your role ensures that every child receives therapy from the best-matched SLP, while maintaining efficient schedules that maximize our clinicians' time and effectiveness. Your careful coordination allows our SLPs to focus on what they do best - helping children develop their communication skills.
At Chatterboxes, we prioritize team member's professional and personal well-being:
- We provide competitive compensation and job title reflecting your experience and qualifications.
- Embrace the flexibility of remote work, allowing you to achieve a healthy work-life balance while contributing to our team's success.
- A meaningful part-time role where you directly contribute to children's developmental journeys. The opportunity to make a real difference in families' lives through exceptional service
- A supportive culture that values compassion, creativity, and positive energy
- Sleep well at night and be proud of your work by being a part of a team of women in a mission driven company changing the pediatric speech language pathology industry.
We are a neurodiversity affirming organization and proud to be an equal opportunity employer that believes in health, equity, equality, and prosperity for all so we can succeed in changing the way the pediatric speech language pathology industry works for both therapists and patients.
