Overview
We are seeking a highly organized and professional Patient Care Coordinator to join our team. The ideal candidate will serve as the first point of contact for our patients, providing exceptional customer service while managing a variety of administrative tasks. The ideal candidate will have experience in an administrative setting, customer service, sales experience , and demonstrate excellent phone etiquette and strong administrative skills.
1. Clinic Operations
- Open and prepare the clinic each day prior to the first patient appointment
- Ensure all treatment rooms are set up and properly stocked
- Prepare specialty rooms (massage, acupuncture, sauna) for scheduled appointments
- Maintain overall cleanliness and professional appearance of the clinic
- Ensure linens are laundered and treatment rooms are reset between patients
- Oversee closing procedures including securing the clinic and preparing for the next day
2. Patient Scheduling & Front Desk Management
- Greet and check in patients in a professional and welcoming manner
- Schedule and confirm appointments
- Manage appointment changes, cancellations, and rescheduling
- Process patient billing and payments
- Maintain patient payment plans and credit cards on file
- Ensure smooth patient flow throughout the day
3. Patient Retention & Service Promotion
- Monitor patient care plans and packages
- Identify patients nearing completion of their treatment plans
- Coordinate with practitioners to support package renewals
- Promote additional services offered within the clinic including massage therapy, naturopathic care, sauna sessions, and custom orthotics
- Assist in maintaining consistent patient care schedules
4. Communication & Administrative Duties
- Respond to clinic emails and return missed calls
- Send appointment reminders and follow-up communications
- Send birthday messages and patient engagement communications through the clinic communication system
- Ensure new patients receive all required intake forms and information before their first visit
- Ensure patient files remain complete and properly documented
5. Documentation & Billing Oversight
- Ensure practitioner treatment notes are completed and signed prior to invoicing (SOAP notes complete and files complete with proper documentation).
- Confirm posture scans, photos, and treatment forms are properly uploaded to patient files
- Ensure billing corresponds accurately with documentation
- Maintain organized patient records to support proper billing and practitioner payroll
6. Lead Follow-Up & Patient Recall
- Conduct follow-up calls to inactive patients
- Follow up with missed appointments and no-shows
- Contact potential patients who have expressed interest in clinic services
- Track follow-up efforts and booking outcomes
7. Weekly Operations & Reporting
- Review upcoming weekly schedule and identify:
- New patient appointments
- Re-evaluations
- Patients nearing completion of care plans
- Open appointment slots
- Monitor patient payment plans and outstanding balances
- Prepare weekly performance reports including:
- Revenue totals
- Total patient visits
- New patients
- Appointment cancellations and no-shows
- Package renewals and service sales
- Meet with the clinic owner weekly to review clinic performance and operational improvements
8. Clinic Performance Monitoring
- Monitor clinic performance against daily, weekly, and monthly goals
- Track key performance indicators such as revenue, patient visits, cancellations, and service utilization
- Identify operational issues and propose improvements
- Support implementation of systems that improve clinic efficiency and patient retention
9. Team Coordination
- Serve as the primary operational contact for clinic practitioners
- Assist practitioners with scheduling and patient flow coordination
- Ensure clinic policies and procedures are followed
- Escalate operational issues to the clinic owner when necessary
10. Community Outreach & Growth Support
- Research local community events and partnership opportunities
- Assist with coordinating clinic participation in community events
- Support local partnerships with fitness studios, wellness businesses, and community organizations
- Assist with clinic promotions and patient engagement initiatives
- Creating social media content, including photography and basic video.
- Assisting with clinic-wide email campaigns and marketing strategy.
This position is starting at part-time with a minimum of 8 hours a week. Since we are a growing clinic, someone who is flexible to grow with us is encouraged to apply. Must be able to work evenings, until 7:30pm and occasional Saturdays.
If you are passionate about providing outstanding service in a healthcare environment and possess the required skills, we encourage you to apply for this exciting opportunity as a Patient Care Cooridinator!
Job Type: Part-time
Pay: From $18.00 per hour
Benefits:
Work Location: In person
