Overview
Prime Physio is seeking a motivated, organized, and personable Clinic Coordinator / Front Desk & Marketing Assistant to support the daily operations and local growth of our sports physical therapy, athlete assessment, recovery, and conditioning clinic in Longmont.
This role is ideal for someone who enjoys working with people, staying organized, communicating clearly, and helping a small clinic grow. You will be the first point of contact for patients and clients, helping create a welcoming and professional experience from the first phone call through each visit.
In addition to front desk and administrative responsibilities, this position will also support basic local marketing tasks, patient communication, referral tracking, social media coordination, and community outreach follow-up. The goal is to help Prime Physio run smoothly while gradually building stronger relationships with local patients, athletes, coaches, gyms, healthcare providers, and community partners.
Prime Physio already works with an insurance specialist who handles insurance verification, eligibility checks, authorizations, and insurance-related details. This position does not require independently managing insurance or billing. However, the Clinic Coordinator will help coordinate communication between patients, the clinic owner, and the insurance specialist so that patients can receive clear information about their coverage, benefits, referrals, authorizations, and related questions.
This is a great opportunity for someone who wants to grow with a small, active, sports-focused healthcare clinic and contribute to both patient care support and business development.
Duties
- Greet patients and clients warmly and create a professional, welcoming clinic experience.
- Answer phone calls, respond to emails and messages, and assist with patient and client inquiries.
- Schedule appointments and manage appointment changes, cancellations, and reminders.
- Assist with patient check-in and check-out.
- Help maintain an organized daily clinic schedule.
- Collect and update patient information, intake forms, and required documentation.
- Maintain accurate patient records within the clinic’s electronic documentation and scheduling systems.
- Help patients understand scheduling, payment options, clinic procedures, and general service information.
- Coordinate with the clinic’s insurance specialist regarding insurance verification, eligibility, benefits, authorizations, referrals, and related patient questions.
- Communicate insurance-related information to patients based on information provided by the insurance specialist and clinic owner.
- Track new patient and client inquiries, including how they heard about the clinic.
- Send approved patient check-in messages, follow-up messages, appointment reminders, and review-request messages.
- Protect patient privacy and follow HIPAA and clinic confidentiality policies at all times.
Local Marketing and Community Outreach
- Help maintain and update the clinic’s local marketing and referral contact list.
- Research local businesses, schools, sports teams, gyms, coaches, athletic trainers, personal trainers, medical offices, and community organizations that may be appropriate connections for Prime Physio.
- Identify appropriate contact people within local organizations, such as office managers, coaches, athletic directors, gym owners, trainers, and business owners.
- Send approved outreach messages to local professionals, businesses, sports organizations, and community contacts.
- Follow up with local contacts in a professional and friendly manner.
- Help build and maintain long-term relationships with local referral partners and community organizations.
- Track outreach activity, responses, follow-ups, referral opportunities, and relationship status.
- Help organize and maintain the internal “Team Prime Physio” referral network, including physicians, chiropractors, imaging centers, podiatrists, massage therapists, trainers, and other trusted professionals.
- Coordinate with the clinic owner regarding which local relationships need follow-up or additional attention.
- Help prepare and send clinic information, brochures, rack cards, service descriptions, or digital materials to local contacts.
- Assist with planning and coordinating local marketing campaigns for sports physical therapy, athlete assessments, dry needling, recovery, conditioning, and seasonal sports programs.
- Help identify useful local events, sports activities, health fairs, school programs, gym events, or community opportunities where Prime Physio may be able to participate or build visibility.
- Support communication with local businesses and organizations regarding possible collaborations, presentations, workshops, referral relationships, or community partnerships.
- Help organize clinic participation in local events when appropriate.
Digital Marketing and Content Support
- Assist with scheduling and posting approved content on social media platforms.
- Help update Google Business Profile posts and clinic announcements.
- Organize clinic photos, videos, testimonials, and marketing materials.
- Help prepare simple marketing materials using approved templates.
- Assist with clinic promotional videos by helping organize topics, scheduling filming, capturing simple behind-the-scenes content, or coordinating with outside marketing support.
- Help keep website and online information accurate by notifying the clinic owner of needed updates.
- Support seasonal marketing campaigns, such as baseball preseason, offseason athlete development, return-to-sport care, dry needling, recovery, and athlete assessment promotions.
Office Organization and Team Communication
- Maintain the front desk area, clinic materials, brochures, rack cards, handouts, and business cards.
- Support general office organization, filing, data entry, and clinic maintenance.
- Communicate clearly with the clinic owner, insurance specialist, patients, clients, and professional contacts.
- Follow established clinic systems, checklists, templates, and workflows.
- Help improve clinic processes as the business grows.
Requirements
No specific medical office or marketing degree is required, but the right candidate should be dependable, professional, organized, and willing to learn. This position is best suited for someone who can communicate clearly, take initiative, and grow with a small clinic.
- Strong communication and people skills.
- Friendly, professional, and reliable personality.
- Excellent organization and attention to detail.
- Ability to multitask in a small clinic setting.
- Comfortable speaking with patients, clients, families, local businesses, and professional contacts.
- Comfortable answering phone calls, emails, and messages professionally.
- Basic computer skills, including email, online scheduling, Google Workspace or Microsoft Office, and data entry.
- Willingness to learn clinic software, scheduling systems, patient communication workflows, and marketing systems.
- Ability to coordinate with the clinic’s insurance specialist and communicate insurance-related information clearly to patients.
- Ability to handle sensitive patient information with confidentiality and professionalism.
- Interest in healthcare, physical therapy, sports, fitness, wellness, marketing, or small business growth.
- Willingness to support both front desk operations and local marketing-related tasks.
- Ability to follow established systems, checklists, and templates while also noticing ways to improve them.
- Comfortable helping with social media, Google Business Profile updates, clinic photos/videos, and basic content organization.
- Comfortable assisting with local outreach and relationship tracking using approved clinic messaging.
- Positive attitude and willingness to grow with the clinic.
Ideal Candidate
The ideal candidate is someone who is dependable, friendly, proactive, and organized. This person does not need to be a marketing expert, insurance specialist, or experienced medical receptionist from the beginning, but should be willing to learn and take ownership of the role over time.
Prime Physio is a small clinic in an important growth phase, so this position is best suited for someone who wants to actively contribute to building the clinic, not simply wait for step-by-step instructions. The right person will be willing to notice what needs to be done, communicate ideas, help improve systems, and take initiative in supporting both daily clinic operations and local business growth.
We are looking for someone who can eventually become an important part of the clinic’s daily operations and growth. The right person will help patients feel welcomed, help the schedule run smoothly, coordinate with the clinic’s insurance specialist, communicate patient coverage information clearly, maintain communication systems, support local marketing efforts, and help build relationships with patients, clients, and community partners.
This role is a good fit for someone who wants to be more than a traditional receptionist. Prime Physio is a small clinic, so this position may involve a variety of responsibilities and the opportunity to grow as the clinic grows.
Pay: $16.00 - $20.00 per hour
Work Location: Hybrid remote in Longmont, CO 80503
