Company Overview
Whole Strength PT is a premium physical therapy practice committed to exceptional, personalized care. We deliver a high-touch patient experience, elevating clinical outcomes with concierge-level service, a thoughtfully designed environment, and a strong focus on patient satisfaction and brand reputation. We are self-pay only and do not bill insurance.
Job Overview
We are seeking a polished, energetic, and detail-oriented Patient Experience Coordinator to be the welcoming face and behind-the-scenes organizer of our premium clinic. You will ensure every patient’s journey is seamless, respectful, and memorable—matching the elevated standard of our care. This role blends front-desk excellence, refined administrative support, marketing coordination, and light financial tasks to uphold and grow our brand.
Key Duties
- Deliver concierge-level greeting and front-desk service; set a premium tone for every visit
- Manage patient scheduling with EMR systems to optimize clinic flow and client satisfaction
- Process self-pay transactions accurately; prepare and send superbills on request
- Review and maintain medical records with precision and strict HIPAA adherence
- Support documentation of care plans and ensure clarity and completeness in EHRs
- Handle clerical needs: data entry (10-key), faxing, scanning, filing, and correspondence
- Serve as primary clinic point of contact (phone & email), responding promptly and professionally
- Conduct patient follow-up, retention outreach, and lost-patient recovery with a service-first approach
- Maintain clinic presentation: coordinate supplies, equipment, and cleanliness to reflect our premium brand
- Assist with marketing: newsletters, social media content, event coordination, video capture for SM/YouTube, and referral relationship outreach
- Track metrics/KPIs and complete CRM tasks (HubSpot) to support growth initiatives
- Train new staff, students, and interns to deliver service consistent with our elevated standards
Experience & Qualifications
- 1–3+ years front-desk, administrative, or concierge/customer-service experience (clinic/healthcare preferred)
- Polished communication skills and a professional, service-minded demeanor
- Strong organizational skills, attention to detail, and the ability to prioritize in a fast-paced setting
- Comfortable with EMR/EHR systems and CRM platforms (HubSpot preferred)
- Experience handling payments and basic accounting tasks; accuracy and discretion required
- Commitment to confidentiality and HIPAA compliance
- Marketing/content experience are a plus
What We Offer
- Competitive pay (range: $22.50-28/hr) and benefits (PTO, Paid Sick Leave, 401K with Matching, Health Insurance)
- Professional development and training to maintain high-quality, premium patient experiences
- Collaborative team culture with meaningful impact on patient care and brand growth
How to Apply
Submit your resume and a brief cover letter explaining your relevant experience and why you’re a fit for a premium, self-pay clinic to [application email or Indeed link]. Applications reviewed on a rolling basis.
Whole Strength PT is an equal opportunity employer.
Pay: $22.50 - $28.00 per hour
Benefits:
- 401(k) matching
- Health insurance
- Opportunities for advancement
- Paid sick time
- Paid time off
Work Location: In person
