At Optimize Pelvic Health, our mission is to help people overcome pelvic floor dysfunction to become the strongest, healthiest version of themselves. We deliver a whole-body, stress-informed approach to pelvic floor care.
We are hiring a Front Office Coordinator to help create an exceptional patient experience while supporting the daily operations of our specialty pelvic health physical therapy clinic. This role is the first in-person point of contact for our patients and is responsible for keeping the front office running smoothly through excellent communication, organization, professionalism, and attention to detail.
This is a front office-focused role centered on patient check-in and check-out, scheduling future appointments, maintaining clinic organization, supporting administrative systems, and coordinating closely with our Patient Referral Coordinator to ensure every prospective and current patient receives outstanding service.
What You'll Do
- Welcome patients warmly and professionally, creating a polished and inviting clinic experience.
- Assist patients with check-in, check-out, scheduling future appointments, and answering general questions.
- Coordinate closely with the Patient Referral Coordinator to ensure a seamless transition of new patient inquiries and ongoing communication.
- Communicate confidently and professionally with patients while discussing scheduling needs, clinic policies, and general information about our services.
- Manage multiple priorities simultaneously, assisting patients at the front desk, scheduling appointments, and responding appropriately to changing clinic demands.
- Organize, scan, and maintain patient paperwork and electronic records.
- Update clinic operating systems, including our CRM, email marketing platform, and waitlist tracking logs using Google Suite.
- Maintain front office organization, inventory, treatment room supplies, linens, and basic clinic tidiness, including turning over treatment rooms and organizing gym equipment.
- Assist with general administrative projects that support clinic operations.
- Represent Optimize Pelvic Health with professionalism, warmth, confidentiality, and exceptional customer service.
Who You Are
- A polished, professional communicator who enjoys helping people.
- Able to communicate with empathy while confidently discussing patients' scheduling needs and directing them to the appropriate team member.
- Highly organized with exceptional attention to detail.
- Able to prioritize competing tasks while remaining calm, efficient, and patient-focused.
- Reliable, punctual, and able to consistently follow a predetermined work schedule.
- Proactive and able to identify what needs to be done without constant direction.
- Comfortable working collaboratively with a growing healthcare team.
- Committed to maintaining a professional appearance and representing the clinic with warmth and confidence.
Required Experience & Skills
- Experience in a medical office, healthcare reception, hospitality, concierge services, or other customer-facing administrative role preferred.
- Excellent verbal and written communication skills.
- Demonstrated ability to multitask and prioritize responsibilities in a fast-paced environment.
- Experience coordinating multiple responsibilities simultaneously while maintaining exceptional customer service.
- Strong organizational skills and attention to detail.
- Proficiency with Google Workspace, Google Sheets, Microsoft Word, and Excel.
- Comfortable learning and updating CRM systems, email marketing platforms, and other clinic operating systems.
- Ability to learn basic information about pelvic health physical therapy services in order to appropriately assist patients.
- Professional demeanor with a patient-centered mindset.
- High school diploma required; Associate's degree preferred.
Nice to Have
- Experience in a specialty medical practice.
- Experience using EMR or CRM software.
- Experience supporting a growing healthcare practice.
- Previous experience managing scheduling, front office operations, or patient coordination.
Hours & Structure
- Approximately 40 hours per week.
- Monday-Friday, approximately 8:00 AM-5:00 PM.
- On-site position located in San Jose.
Compensation & Perks
- $20/hour during training.
- $23-25/hour upon successful completion of training.
- Staff wellness benefits.
- Professional development opportunities.
- Opportunity to grow within a specialty pelvic health practice.
To Apply
Please fill out this Google Form: https://forms.gle/njUAu6DQ8dCPfBF97
Pay: $20.00 - $25.00 per hour
Benefits:
- Health savings account
- Paid time off
- Professional development assistance
Work Location: In person
