Patient Care Coordinator & Administrative Assistant
Job Type: Full-Time (34 hours/week)
Schedule: Monday to Thursday, 8:30 AM – 5:30 PM (occasional Fridays)
Benefits: Available after a 3-month probationary period
About the Role
We're looking for a warm, organized, and tech-savvy Patient Care Coordinator to be the heartbeat of our front office. You'll be the first person patients see, hear, and interact with — setting the tone for their entire experience at our clinic.
This isn't your typical front-desk role. You'll play a hands-on part in shaping how our clinic runs, from streamlining scheduling and communication workflows to supporting the adoption of AI-powered admin tools. If you thrive in a fast-paced environment, love making systems work better, and genuinely care about people, we'd love to hear from you.
What You'll Do:
Patient Experience & Front Desk
- Greet patients and families with a warm, professional presence that puts people at ease
- Manage check-in and check-out processes smoothly and efficiently
- Handle phone calls, emails, and general patient communication with care and clarity
- Coordinate patient intake for new patients, ensuring all required forms, records, and documentation are complete
- Track and organize patient feedback, testimonials, and Google reviews
- Ensure seamless handoffs between the front desk and the clinical team
Scheduling & Revenue Support
- Book initial appointments, manage rescheduling, and coordinate ongoing patient care
- Monitor the daily schedule for gaps, cancellations, or opportunities to optimize flow and production
- Confirm appointments and follow up on outstanding patient communication
- Ensure new patient inquiries are filtered and responded to promptly
- Review the daily schedule each morning and prepare for patient arrivals
Billing & Administration
- Process patient payments and manage front-office billing tasks
- Assist with office supply ordering (Staples, Amazon) on a monthly cycle
- Maintain and improve reception checklists, workflows, and training resources
- Complete daily opening and closing checklists
- Manage patient flags and internal organizational systems
- Coordinate patient communication including letters, records requests, and follow-up messaging
Technology & AI Integration
- Support the transition to AI-assisted admin tasks including email, text communication, and booking
- Proficient in Microsoft Teams for internal communication and collaboration
- Proficient in SharePoint for document management and file sharing
- Maintain confidence with scheduling software, billing systems, and digital communication tools
- Collaborate with clinical and administrative team members to keep the day running smoothly
What We're Looking For
- Genuinely warm and patient-centered — you make people feel welcome without thinking twice
- Highly organized with strong follow-through and attention to detail
- Excellent written and verbal communication skills
- Comfortable multitasking in a busy clinic environment
- Confident with technology — scheduling software, billing systems, Microsoft Teams, SharePoint, and digital communication tools
- Keen on learning and working with AI tools to improve day-to-day workflows** Proficiency in AI use is an asset
- A team player who communicates proactively and takes ownership of their work
- Committed to continuous improvement — you notice what could work better and take initiative
Why You'll Love Working Here
We operate on a collaborative model of care where every team member — clinical and administrative — plays a vital role in patient outcomes. You won't just be answering phones; you'll be helping build a clinic experience that's efficient, human, and constantly improving.
Benefits are available after a successful 3-month probationary period.
To Apply:
Send us your resume and cover letter explaining what draws you to this role. We're excited to meet you.
Pay: $26.00-$30.00 per hour
Benefits:
- Company events
- Dental care
- Extended health care
- On-site parking
- Vision care
Work Location: In person
