Front Desk Coordinator

Ignite Human Capital; Las Gallinas (CA); On-site; USD 31,684 - 37,195; Part time

Job summary

Pelvic Path in San Rafael, CA is seeking a Front Desk Coordinator to be the welcoming face of our clinic. This part-time role (20 hours/week) focuses on patient intake, scheduling, and light administrative duties to support our physical therapists.

You'll manage front desk operations, collect payments, and maintain a calm, HIPAA-compliant environment that prioritizes compassionate, confidential care for every patient who walks through our doors.

Qualifications

• 1+ years of customer service or front desk experience.
• Strong empathy and active listening skills.
• Experience with EMR software and scheduling tools.
• Excellent organization and attention to detail.
• HIPAA privacy compliance and discretion.

Responsibilities

• Manage daily front-office operations and optimize scheduling.
• Assist therapists with light administrative duties.
• Maintain a clean, peaceful clinic environment.
• Handle patient intake and onboarding forms.
• Process payments and issue receipts.

Skills

Customer service

Front desk

Communication

EMR software

Google Workspace

Scheduling tools

HIPAA

Attention to detail

Punctuality

Job description

Front Desk Coordinator

Company: Pelvic Path

Position Type: Part-Time (20 Hours/Week)

Pay Range: $23.00 – $27.00 / hour (commensurate with experience)

Location: San Rafael, CA

About Pelvic Path

At Pelvic Path, we provide compassionate, specialized 1-on-1 pelvic health physical therapy. We know that reaching out for pelvic health care can feel intimidating or vulnerable for many patients. We take pride in creating an environment that feels warm, safe, discrete, and welcoming from the very first interaction.

Position Summary

We are looking for an organized, reliable, and empathetic Front Desk Coordinator to be the face and voice of Pelvic Path. In this role, you will manage daily front-office operations, ensure a seamless scheduling experience for our patients, assist our Physical Therapists with light administrative duties, and maintain a spotless, peaceful clinic environment.

Key Responsibilities

Client Experience & Phone Management

• Warm Welcome: Enthusiastically greet patients as they arrive, making them feel instantly comfortable and valued.

• First Point of Contact: Answer incoming phone calls, emails, and patient inquiries with empathy, professionalism, and clarity.

• Patient Intake: Guide new clients through onboarding forms, intake paperwork, and digital payment setups.

Scheduling & Administrative Support

• Schedule Management: Oversee therapist schedules, book follow-up visits, and manage cancellations/waitlists to optimize clinic flow.

• PT Admin Assistance: Assist physical therapists with light administrative duties (e.g., sending exercise programs, tracking patient charts, preparing intake folders).

• Payment Processing: Collect payments/copays, issue receipts, and manage superbills/invoices as needed.

Clinic Space Maintenance

• Light Clinic Reset: Keep the waiting area, front desk, and treatment room corridors neat, tidy, and organized throughout the day.

• Sanitization: Perform light cleaning and sanitization of high-touch surfaces to ensure a hygienic, safe clinical space.

• Inventory Tracking: Monitor front desk supplies, patient amenities (water/tea area), and clinic linen levels; notify management when reordering is required.

Qualifications & Skills

• Experience: 1+ years of customer service, front desk, or receptionist experience (healthcare, wellness, physical therapy, or boutique studio experience is a big plus!).

• Communication: Exceptional verbal and written communication skills with a strong sense of empathy and active listening.

• Tech-Savvy: Comfortable learning and using Electronic Medical Records (EMR) software, Google Workspace, and scheduling tools.

• Detail-Oriented: High level of organization, multi-tasking, and ability to keep schedules running smoothly.

• Discretion: Strict adherence to HIPAA guidelines and maintaining absolute patient privacy.

• Punctual & Dependable: Strong work ethic and commitment to being reliable for our team and patients during your scheduled hours.

Schedule & Work Environment

• Hours: 20 hours per week (Exact shift schedule to be determined—e.g., morning/afternoon split or specific set days).

• Environment: A supportive, collaborative, and calm clinical setting focused on patient care over high volume.