Front Desk Coordinator (Full-Time - Albany, NY)

Responsibilities

• 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
• 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
• Preferred Qualifications (Not Required):
• 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).
• Benefits and Perks
• Health Coverage: Medical, dental, and vision insurance, plus life and long term disability coverage and a flexible spending account (FSA)
• Time Off: Paid time off, paid sick time, 12 paid holidays, and paid parental leave
• Financial Wellness: 401(k)*
• Stipends and Reimbursements: Health and wellness stipend, professional development reimbursement, commuter benefits, and cell phone and internet reimbursement.
• Work Environment: A collaborative, clinician-led culture that fosters connection, support, and community
• At Brightline we have built a total rewards philosophy that includes fair, equitable, competitive, geo-based compensa

Benefits

Additional Information

Welcome to Brightline! We are searching for a stellar full-time (40 hours/week) Front Desk Coordinator to join our team. In this role, you will play a critical part in establishing trust with our patients, supporting clinicians, and ensuring smooth day-to-day clinic operations. You'll be a key point of connection for families and providers alike - handling admissions calls, scheduling, inventory management, and other essential administrative functions. You'll also help foster a positive office culture, build systems, and incorporate clinician feedback to support providers in the life-changing work they do. This is an exciting opportunity to join a small, brand-new clinic with a mighty team during a pivotal growth phase. Your work will be integral to delivering exceptional support to every member who accesses our services. This is a fully in-person role at our Albany clinic location. Hours are 9am-6pm (EST), with potential rotational weekend coverage (e.g., every other Saturday).

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