WHO WE ARE
Proficio Therapy Services is a mission driven therapy organization dedicated to improving the lives of children and families. We provide high-quality ABA Therapy, Speech Therapy, and Occupational Therapy through our family of licensed clinical entities:
AGES Learning Solutions LLC – ABA Therapy
Proficio Speech Therapy Group Inc – Speech Therapy
Child’s Play Therapy Services PC – Occupational Therapy
Today, we operate 11 clinics across the United States, supported by more than 250 clinicians. We are actively expanding into additional cities throughout California and Utah, with international growth underway in India and the Middle East.
Our teams are backed by strong clinical leadership, reliable operational systems, and a culture built on respect, inclusion, and collaboration. Whether you’re starting your career or stepping into leadership, you’ll find opportunities to grow, contribute, and make a meaningful impact every day.
At Proficio, your work truly matters and so does your growth. Join us as we continue building a unified, global therapy organization dedicated to empowering children and families.
JOB RESPONSIBILITIES
Position Summary
The Administrative Manager oversees the administrative operations of assigned pediatric therapy clinics, ensuring efficient scheduling, patient access, exceptional customer service, and consistent operational standards. This role leads administrative teams, including Front Desk staff and designated coordinators, while collaborating with Clinic Managers and clinical leadership to support clinic performance and growth.
Essential Duties and Responsibilities
1. Administrative Leadership & Team Management
Supervise, coach, and support Front Desk Associates, Intake Coordinators, Patient Care Coordinators, and other assigned administrative staff.
Oversee staffing, administrative coverage, performance evaluations, onboarding, and ongoing training.
Establish consistent administrative workflows and promote effective communication across clinic teams.
Collaborate with leadership on process improvements, policies, and operational initiatives.
2. Scheduling & Clinic Capacity Management
Oversee scheduling operations to maximize therapist productivity, appointment availability, and clinic capacity.
Monitor caseloads, waitlists, attendance, cancellations, and provider availability.
Coordinate scheduling coverage for therapist absences, schedule changes, and patient transitions.
Conduct regular scheduling and capacity reviews with Clinic Managers to identify and address operational challenges.
3. Patient Intake & Care Coordination
Oversee referral processing, patient intake, evaluations, insurance verification, authorizations, and ongoing scheduling.
Ensure timely patient onboarding, accurate documentation, and appropriate follow-up throughout the patient journey.
Monitor referral-to-evaluation timelines and identify barriers affecting patient access and continuity of care.
Ensure effective coordination between Intake, Scheduling, Clinical, Billing, and Authorization teams.
4. Front Desk, Insurance & Administrative Operations
Oversee daily Front Desk operations, including appointment scheduling, phone and email communication, and patient reception.
Monitor insurance eligibility, authorization requirements, referrals, and related administrative documentation.
Ensure accurate and timely updates across systems, including Prompt, Salesforce, and other operational platforms.
Support billing-related administrative workflows and resolve insurance or documentation concerns in collaboration with the appropriate teams.
5. Reporting, Quality Assurance & Performance Monitoring
Prepare and review daily, weekly, and monthly operational reports covering scheduling, therapist utilization, attendance, referrals, waitlists, and lead conversion.
Monitor administrative performance metrics and identify opportunities to improve operational efficiency.
Conduct routine audits of administrative workflows, patient…