Front Desk Wellness Coordinator (Part-Time)

Arthur Management Corporation; Laguna Beach (CA); On-site; USD 23,000 - 25,000; Part time

Benefits offered by this job

Employee care discount

PTO

Professional development

Retirement plan

Job summary

Health in Balance seeks a Front Desk Wellness Coordinator to support patient reactivation, retention, and new patient acquisition. You will manage check-ins, schedule multiple providers, collect payments, and create a memorable patient experience in a friendly, fast-paced clinic.

This part-time role requires excellent organization, multitasking, and strong communication to greet patients, answer calls, and guide them through the intake and billing process while upholding clinic policies and a

Qualifications

• High School Diploma or equivalent required.
• 2–3 years’ experience in reception, sales, customer service, or related field preferred.
• Experience in a multi-physician practice preferred.
• Prior knowledge of chiropractic and/or basic human anatomy preferred.

Responsibilities

• Reactivate inactive patients and retain existing ones while attracting new patients.
• Welcome patients, schedule appointments for multiple providers.
• Collect payments, file paperwork, and assemble patient charts.
• Answer calls, route to appropriate department, take notes.
• Prepare and sanitize lobby, facilities, treatment rooms for patient flow.
• Educate patients on clinic services and ensure quality customer service.
• Maintain accurate documentation of charts and records.

Skills

Multitasking

Interpersonal skills

Self-motivation

EHR software

CRM software

Communication

Organization

Team player

Professional demeanor

Policy adherence

Mission alignment

Education

High School Diploma or equivalent

Tools

Microsoft Office

Google Workspace

EMR software

CRM software

Job description

We are looking for an upbeat, hard working, and organized Front Desk Wellness Coordinator who aligns with our purpose to see many people healed and well! This position requires someone with “4 arms who can juggle 6 things at once” (metaphorically speaking) while maintaining organization and communication throughout our clinic. If this describes you, and you have a heart to help people as well as be part of a motivated team, this job is for you!

POSITION SUMMARY

As the Front Desk Wellness Coordinator, you will be responsible for the reactivation of inactive patients, retention of existing patients, and the acquisition of new patients by communicating with all potential patients who contact the clinic. This role is highly patient facing and requires strong organizational and multitasking skills. You will be welcoming patients into the office, scheduling appointments for multiple providers, collecting payments, filing paperwork, assembling patient charts, and creating a remarkable patient experience. As the Front Desk Receptionist, you will be the first point of contact for most patients entering the clinic so it is expected that you present yourself in a kind and professional manner that positively represents our office.

WHO IS HEALTH IN BALANCE?

Health in Balance's mission is to help individuals who suffer from various ailments regain their health and, ultimately, live active, pain-free lives. Using our unique 4-System Approach, we address these ailments holistically looking at structural, biochemical, emotional, and electromagnetic barriers to health. Since 1987, Health in Balance has achieved phenomenal success with some of the most difficult cases.

GENERAL TASKS INCLUDE (BUT ARE NOT LIMITED TO):

• Maintain a full clinic schedule by ensuring all patients have return appointments, performing reactivation calls to past patients, and scheduling out care plans for new patients
• Handle all patient intake including facilitating the check-in process, verifying paperwork completion, creating patient files, collecting all payment, and scanning and updating patient information (insurance, ID, contact info, etc.)
• Act as the clinic’s “gate keeper” by answering all incoming calls and either handling them or routing them to the appropriate department, taking notes or messages as needed
• Manage the preparation and sanitization of the lobby, facilities, and treatment rooms to maximize patient flow throughout the clinic
• Ensure all patients are appropriately processed at the end of treatment each day
• Maintain charts in an orderly fashion and ensure accuracy in documentation
• Educate patients on the services provided in the clinic
• Consistently offer the highest level of personalized customer service while maintaining a positive, enthusiastic, and helpful attitude

REQUIRED SKILLS & KEY COMPETENCIES

• Multitask in a fast-paced environment
• Exceptional interpersonal skills to quickly and effectively connect with patients and staff
• Self-starter who can work independently and as a team within existing processes or operate effectively with ambiguity
• Able to learn and navigate new EHR and CRM software efficiently
• Able to overcome patient objections with compassion and confidence
• Able to coordinate and balance the needs of the patient and the clinic
• Strong oral and written communication skills
• Organizational skills including planning, prioritizing, and streamlining
• Be team-orientated and a strong collaborator
• Present self in a professional and positive manner in attitude and appearance at all times
• Ability to apply and abide by internal policies, processes, and procedures
• Understand, align with, and communicate the clinics mission, vision, and values

EDUCATION & EXPERIENCE

• High School Diploma or equivalent [Required]
• 2-3 years’ work experience in reception, sales, customer service, or related field [Preferred]
• Experience in a multi-physician practice [Preferred]
• Prior knowledge of chiropractic and/or basic human anatomy [Preferred]

REQUIRED TECHNICAL SKILLS

• Microsoft Office (Excel, Word, etc) [Required]
• Google Workspace Applications (Docs, Sheets, etc) [Required]
• Proficient in computer skills and typing [Required]
• Familiar with EMR and/or CRM software [Preferred]

POSITION TYPE

Part-Time (about 25 hours per week), In-Office

HOURS

(Hours subject to change based on clinic needs)

Monday/Wednesday/Friday 10:00am - 3:30pm

Tuesday/Thursday 11:40am - 5:00pm

Saturday/Sunday Off

POSITION PAY

Training Rate at $17.00 per hour for the first 30 days (or whenever training is complete), then an increase to a base hourly rate of $18.00 plus bonus structures based on both individual and clinic production.

BENEFITS

• Chiropractic/Naturopathic Employee Care and Family Discount
• PTO for Vacation and Sickness
• Professional Development Training
• Retirement Plan (2% Investment from Health in Balance)

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that should be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position requires prolonged periods of both standing and sitting at a desk and working on a computer. While performing the duties of this job, the employee is required to sit, stand, walk, run, speak, see, read, hear, and use hands and arms. The employee is frequently required to stand, move about, climb stairs, balance, stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to 10-15 pounds. Occasional travel to local meetings and trainings may be required.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law. All qualified applicants with arrest and conviction records will be considered pursuant to the California Fair Chance Act and any applicable local ordinances.