Front Desk Coordinator

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

Job summary

Pelvic Path is seeking a Front Desk Coordinator to be the welcoming face of the clinic. The role involves managing front-office operations, scheduling, patient intake, and light administrative support for our pelvic health physical therapy team.

The ideal candidate is organized, empathetic, and can maintain HIPAA privacy while ensuring a smooth patient experience during 20 hours per week at the San Rafael, CA location.

Qualifications

• 1+ year of customer service or front desk experience (healthcare/wellness is a plus).
• Excellent verbal and written communication with empathy and active listening.
• Proficient with EMR software, Google Workspace, and scheduling tools.
• Highly organized, detail-oriented, and able to multitask in a clinical setting.
• Strict adherence to HIPAA and patient privacy.
• Punctual and dependable to cover scheduled hours.

Responsibilities

• Warmly greet patients and be the first point of contact for arrivals.
• Answer calls, emails, and inquiries with professionalism and clarity.
• Guide new clients through onboarding forms and digital payments.
• Manage therapist schedules and patient flow to optimize clinic operations.
• Assist therapists with light administrative duties and patient charting.
• Process payments, issue receipts, and manage invoices as needed.
• Keep the front desk, waiting area, and treatment spaces neat.
• Perform light sanitization of high-touch surfaces and assist with supplies.

Skills

Customer service

Front desk operations

Communication

EMR software

Scheduling tools

HIPAA compliance

Attention to detail

Time management

Tools

Google Workspace

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.