Front Desk Coordinator

Fit to Move - Physical Therapy and Wellness; Plano (TX); On-site; USD 10,000 - 60,000; Full time

Job summary

Fit to Move - Physical Therapy and Wellness seeks an entry-level Front Desk Coordinator in Plano, TX. This role is essential for ensuring excellent customer interactions, managing patient appointments, and supporting clinic operations. Ideal candidates will have strong communication skills and a passion for customer service, all while working in a dynamic team-oriented environment.

Benefits

Quarterly performance-based bonuses

Medical benefits after 90 days

Training opportunities

Qualifications

• 2-3 years of front office healthcare experience preferred.
• Strong verbal and written communication skills.
• Experience in customer service or administrative roles is a plus.

Responsibilities

• Manage patient appointments and follow-ups effectively.
• Conduct patient intake and verify insurance details.
• Assist with daily operations and maintain patient records.

Skills

Customer relationship management

Positive communication

Detail-oriented

Time management

Tools

EMR Software

Google Workspace

Microsoft Excel

Microsoft Word

Job description

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Fit to Move Physical Therapy and Wellness is a physical therapy and wellness clinic dedicated to providing an exceptional patient and member experience. We work to help every patient achieve their mobility and wellness goals. We love serving the amazing Dallas suburban community with its diversity and dynamism and we believe in building a company and culture that reflects that same diversity and upbeat spirit.

Front Desk Coordinator (PTA or Personal Training Experience a Plus)

The Front Desk Coordinator is a patient and wellness member (our customers) experience champion whose primary mission is to make sure we deliver positive customer interactions and outcomes from the first point of contact with us until discharge and throughout the customer lifecycle. This person is a critical team member that helps to deliver a “Wow” experience for customers from beginning to end. The role involves being a primary member of the customer support and operations team, assisting with patient and member communication, appointment setting and management, customer relationship management, clinical operations, marketing support activities and monitoring and measuring clinic outcomes and performance. This is a crucial role within the organization that serves as the customer liaison for all experiences, operations, and beyond. Critical areas of expertise include but are not limited to:

·Great phone demeanor and ability to deliver a script with genuine kindness, authenticity, and a desire to help that leads a potential customer to choose us for treatment;

·Be driven to succeed while possessing positive communication and partnership-building skills tobuild rapport and relationships quickly;

·Superb customer relationship management skills and the ability to exhibit initiative through proactive communication to get customers successfully moved through entire treatment plans, contributing to them being raving fans at the end of the treatment plan and throughout the customer lifecycle;

·Possess positive communication and partnership building skills in all provider and payer outreach, customer communication, and other various vendor (billing and collections) partner outreach;

·Be hard-working to make sure that our team is making progress towards hitting its financial goals; and

·Possess a keen eye for the details in communication, process ownership and be able to rapidly apply learning for continuous process improvement.

·Previous experience as a PT tech, personal trainer, or fitness coach is a bonus to be able to assist patients with care plans.

Principal duties and responsibilities:

• Great prospective customers with your friendly, warm demeanor and make the connection with the prospect with the goal to set an appointment and/or confirm an appointment.
• Be able to knowledgeably answer questions from prospects about our services to encourage them toward a decision to choose us as their preferred PT and wellness partner.
• Schedule new customers and consistently follow up with current customers via text message, email, and phone calls, to make sure they are scheduled and completing full treatment plans and prepaid wellness packages.
• Perform all patient registration, intake form and policy form completion and insurance verification duties. Logs them into the EMR system.
• Maintain customer information, including patient charts, notes, and payments in EMR software.
• Accept patient payments and the accurate recording and reporting of daily EOB’s.
• Monitor various customer relationship and operations dashboards on a daily basis to make sure the clinic is meeting its operational and financial goals.
• Follow up with referring physicians and referring physician’s offices to obtain patient plans of care and re-evaluations.
• Phone or written communications to physicians to assist patients and therapists.
• Complete daily stat grids and 5/6 day forecast so that weekly targets are set.
• File/Scan of all incoming documentation into patient’s charts on software.
• Call therapists whose schedules have changed from the standard times and inform them of the changes and the time of their 1st patient appt.
• Become a process owner and expert on all Front Desk duties. Initiate continuous process improvement to increase efficiency, effectiveness and positive customer outcomes.
• Become a process/software expert in all applicable systems related to client relationship management, patient information and recordkeeping and communication, e.g. EMR, Google Workspace, Nextiva, Dropbox, and any others.

The skills needed to succeed in the role include, but are not limited to:

• Absolutely must love working with people, even demanding customers or stressed-out vendors. If people generally annoy you or you get flustered easily, this is not the job for you
• A can-do, jump-in, get-it-done, no-complaints attitude
• Desire to think one step ahead and anticipate the businesses and physical therapist’s needs
• Stay well-organized at all times
• Be a team player. Loves working toward group goals - and celebrating accomplishments
• Able to work in a fast-paced, high-volume environment
• Highly detail oriented
• Have at least 2-3 years of front office healthcare experience, PT tech, personal training or fitness experience are a bonus
• Enjoy working with different kinds of people
• Persistent and optimistic at all times
• Strong writing skills (this includes emails and text messages), and great verbal communicator with impeccable phone etiquette
• Communicate extremely well both with our internal team and all external parties
• Be an intermediate to expert user of EMR, Google Workspace, Microsoft Excel/Google Sheets, Microsoft Word, writing emails, and timekeeping software
• Strong computer skills, willing to learn new systems or handle unfamiliar project assignments
• Follow instructions well and always represent the Fit to Move brand voice
• Be willing to learn and rapidly apply learning
• We have an expectation that our staff conduct themselves in an appropriate manner on all social media platforms. If you are in the habit of posting inappropriate photos, inflammatory or rude content or comments on social media, please do not apply

Other Requirements:

• This is a full-time role. The location of the role is in person in our clinic in Plano, TX. Must be available for work between our business hours of either 8a to 5p or 9a to 6p Central Time US daily M-F (depending on the preferred shift of the selected candidate).
• Must be able to lift up to 50lbs and be comfortable with moving around throughout the day to support clinic operations.

Selected Candidate Onboarding Process:

·Will be provided training videos, 1 on 1 coaching and training, access to software, and direct access to lead/mentor

·60-day mutual evaluation period for role and team fit

Compensation:

·Hourly salary

·Quarterly team performance-based bonus eligibility

·After the successful completion of 90-days, medical benefits will be provided on top of the base hourly compensation

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Physical, Occupational and Speech Therapists

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