Front Desk Coordinator (Full-Time - Westchester, NY - White Plains)

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 Westchester clinic location (White Plains). Hours are 9am-5pm (EST), with potential rotational weekend coverage (e.g., every other Saturday).

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 special projects across clinics focused on improving the patient and provider experience

• Support marketing or outreach efforts as needed (e.g., school fairs, pediatric office drop-offs, community events, community calls), representing the clinic professionally

Requirements:

• 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

• Experience in roles with high autonomy and high expectations

• 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

• Previous experience in a medical office and/or familiarity with insurance billing (a plus)

• 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

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 compensation that is performance and potential based. Our strategy is based on robust market research, including external advisory specializing in national compensation, and thoughtful input from every level of our organization. It is a combination of salary, benefits, wellbeing, and opportunity. In compliance with the Equal Pay for Equal Work Act, the annual base hourly range for applicants is $24-$28.

Our Commitment to Building a Diverse, Equitable, and Inclusive Workforce

At Brightline, we believe that Diversity, Equity, Inclusion, and Belonging are essential to the foundation upon which our mission is built. We are committed to:

• building a future where all families can access inclusive, high-quality care

• creating an environment that encourages our employees to show up authentically, reach their highest potential, and have an equal opportunity to thrive

• systematically evaluating and improving our inherent beliefs, observed behaviors, structures, and systems

• ensuring that every employee, candidate, client, and family we serve is valued and respected

About Brightline

Brightline is a therapy and psychiatry practice that delivers expert pediatric, teen, and parental mental health care to families and kids up to age 18. Brightline’s virtual and in-person outpatient services include diagnostic evaluation, therapy, psychiatry services (e.g. medication management), and psychological testing (to assess learning differences, school readiness, executive functioning difficulties [e.g. ADHD], and autism). In addition to Brightline’s generalized support, we offer focused programs including those that support anxiety, obsessive compulsive disorders, ADHD, and disruptive behaviors. Founded in 2019, Brightline has delivered care to tens of thousands of families with industry-leading results. We’ve been nationally recognized for clinical excellence and innovation for several years — recent awards include the Fast Company 50 Most Innovative Companies (2022) and Behavioral Health Business Companies to Watch Award (2024). Brightline is based in Palo Alto and is backed by investors including Boston Children’s Hospital, Northwell Health, Blue Cross Blue Shield of Massachusetts, Google Ventures, KKR, and Oak HC/FT.