Are you a passionate and dedicated Administrative Professional looking to make a positive impact in the lives of children? Join our supportive and welcoming team at Whole Child Therapy!

We have a full-time opportunity for a School Services Coordinator who plays a crucial role in ensuring the smooth coordination of therapy services, assessments, and Individualized Education Programs (IEPs) for our school contracts. This not only helps children receive essential therapeutic interventions to support their success in the school environment, but also contributes to the efficient functioning of the clinic to meet the needs of our school-based clients.

If you are looking for a welcoming and supportive work environment, where you can stay long term, grow professionally and make a difference in the lives of children and families, then this is the place for you!

Salary:
Salary Range: $21-24
Hourly Rate: /hour, based on years of administrative school experience

Benefits:

• Medical, dental, and vision insurance
• 6 paid Holidays
• Paid Time Off (80 to 120 hrs, based on tenure)
• 401k Retirement plan
• Student Loan Repayment Assistance ($200 to $400/month, based on tenure)
• CEU Reimbursement ($300 to $1000, based on tenure)

Duties:

COORDINATION OF SCHOOL SERVICES:

• Process new referrals and ensure that the documentation received is complete.
• Schedule therapy sessions in a timely manner based on student needs and therapist availability, ensuring that the services scheduled are aligned with IEP requirements.
• Effectively coordinate and manage therapist schedules for school clients
• Schedule and coordinate assessments in a timely manner for students requiring pediatric therapy assessments.
• Collaborate with school personnel to gather the required information for assessments and follow through to make sure all documentation is completed.
• Respond in a timely manner to resolve parent/caregiver concerns, complaints and/or issues appropriately and professionally.
• Monitor upcoming IEPs (dependent on school contract) and make sure the appropriate therapists are assigned and notified in a timely manner..

DOCUMENTATION AND REPORTING:

• Maintain a master list of students on school services
• Maintain accurate and up-to-date records of students, attendance of therapy services, assessments, and IEPs,
• Generate reports for school districts, administrators, and clinic management as needed.
• Audit therapy notes on a regular basis to ensure completion of required documentation by the therapists.

ONBOARDING AND TRAINING:

• Coordinate resources, materials, and equipment needed for new therapists.
• Provide training and support to staff on understanding documentation requirements and deadlines, use of IEP management software, and other training as needed.
• Support the School Services team in the coordination and preparation of training days and workshops.

BILLING AND INVOICING:

• Generate accurate invoices for therapy services provided to students.
• Collaborate with therapists to ensure timely and precise documentation of student attendance during therapy sessions.
• Address inquiries from school districts regarding invoicing

ADDITIONAL DUTIES

• Provide Receptionist and Scheduling support
• Provide general office administration support such as filing, answering phones, greeting clients and other tasks as assigned.

About Us

Whole Child Therapy, Inc. is a pediatric therapy clinic owned and operated by a husband and wife occupational therapist couple, Dennis and Ina Necesito. After 20 years of experience as occupational therapists, Dennis and Ina decided to open their own practice so they could provide high quality therapy services using a whole child approach and innovative techniques. We opened our clinic doors in May 2018 with Dennis starting out as the sole employee. Today, Whole Child Therapy, Inc. is now serving over 1,000 clients a month with our amazing staff of over 70 members, including full-time and part-time therapists, therapy assistants, and office staff.

Our core services include pediatric occupational therapy and speech therapy. Our specialty programs include feeding therapy, assistive technology and Augmentative Alternative Communication (AAC) services, and social skills programs. We serve children and their families at our clinic in Claremont, CA and in their homes in the surrounding areas in Southern California. We also serve students in several public school districts, charter schools, and non-public schools.

Join our team and become part of a passionate and dedicated group of professionals committed to helping children thrive!

Whole Child Therapy is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

KNOWLEDGE, SKILLS AND ABILITIES

• Strong interpersonal and communication skills, with the ability to interact effectively with diverse individuals, including parents, school staff, and therapists.
• Excellent verbal and written communication skills, including phone and email etiquette.
• Strong organizational and multitasking abilities
• Familiarity with the IEP process, special education guidelines, and the provision of school-based therapy.
• Strong attention to detail and accuracy in maintaining records and documentation.
• Problem-solving skills to resolve billing discrepancies and claim issues effectively.
• Proficiency in use of software for word processing, spreadsheets, and EMR system.
• Ability to work collaboratively in a team environment.
• Has the ability to set priorities, identify and resolve problems effectively and efficiently.
• Ability to work independently with little supervision.
• Ability to maintain composure in stressful situations and exhibit empathy and understanding.
• Demonstrates reliability and punctuality.
• Ability to handle sensitive and confidential student information with integrity.

Education

High school diploma or equivalent; preferably with postsecondary education related to education or healthcare administration

Experience

At least 1-2 years of experience as an administrative professional

Proficiency in using computer systems and software applications, including IEP portals, electronic medical records (EMR) systems and Microsoft Office

Bilingual - English/Spanish

License(s)

Driver’s License

Other

Must pass criminal background check