Practice Coordinator

Kindbody; New York (NY); On-site; USD 35,000 - 60,000; Full time

Job summary

Kindbody is seeking a full-time Practice Coordinator in New York City. The role involves supporting front desk operations, scheduling, and ensuring exceptional customer service in a fast-paced medical environment. Ideal candidates have over 2 years of administrative experience, strong communication skills, and a passion for women’s health. Responsibilities include managing patient check-ins, billing inquiries, and maintaining clinic operations. Join us to help make a difference in women's health!

Qualifications

• 2+ years of administrative or receptionist experience in a fast-paced medical office.
• Strong communication skills and ability to work in a team.
• Detail-oriented with strong organizational skills.

Responsibilities

• Greet patients warmly and manage front desk activities.
• Oversee clinic schedule, assist with patient bookings.
• Handle customer billing and insurance questions.

Skills

Administrative experience

Customer service

Communication skills

Organization

Team player

Job description

About the Role

As an experienced Practice Coordinator reporting to our Practice Manager, you will work in a fast‑paced, rapidly growing environment where your expertise, professionalism, and collaboration are relied upon. This is a full‑time position based at our New York City Clinics.

Responsibilities

• Front Desk
  • Greet patients with a warm and friendly welcome.
  • Check patients in and out through our EMR calendar.
  • Ensure all patients have an intake form & insurance information on file prior to the appointment starting.
  • Serve complimentary beverages to our guests & hang belongings in the closet.
  • Maintain clinic reception and lobby cleanliness.
  • Restock retail displays and maintain display cleanliness.
  • Merchandising and inventory projects as assigned.
  • Provide exceptional service representative of Kindbody.
• Scheduling & Billing
  • Oversee clinic schedule and calendar – assist with booking and rescheduling patients.
  • Troubleshoot any scheduling issues and make changes to the patient portal when needed.
  • Elevate scheduling concerns to the clinical team when necessary.
  • Handle all customer billing & insurance questions, including accepting payments, triaging refund requests, and providing balance and statement information.
  • Maintain the highest degree of ethics when handling patient payments and bill processing.
• General Administrative Duties
  • Manage inbound customer communication (phone, email & chat) and ensure all messages are answered in a timely fashion.
  • Manage clinic supply inventory and communicate needs to HQ.
  • Maintain clear communication with HQ about overall shop operations.
  • Manage event preparation & set up on an as‑needed basis.
  • Sell packages, products, and memberships.
  • Other duties and projects as assigned.

Who You Are

• 2+ years of administrative or receptionist experience in a fast‑paced, customer‑focused medical office.
• A passion for women’s health; fertility is a plus.
• Strong communication skills & a team player.
• Willingness to be flexible, roll with the punches, multitask, and troubleshoot problems.
• Detail‑oriented with strong organizational skills.
• Exemplifies amazing customer service skills and professionalism.

Nice to Have

• Experience in handling medical and insurance billing.
• Desire to be actively involved in events.
• Experience in front desk sales.