Are you the kind of person who can make someone feel taken care of within the first 30 seconds of a conversation?
Do you genuinely love people, communicate with confidence, and take pride in being the person others can count on?
Are you organized enough to manage calls, texts, scheduling, and follow-up without letting people fall through the cracks?
And when the phone is ringing, messages are coming in, and the day gets busy, do you get focused instead of flustered?
If you just thought, “That’s me,” keep reading.
We are looking for an exceptional Patient Care Coordinator / Customer Service Representative to become one of the most important people on our team.
This is not a position for someone who simply wants to answer phones.
You will often be the first impression of our practice.
A new patient may call us frustrated, nervous, confused, or unsure whether we can help them. Your job is to make them feel heard, cared for, confident in their next step, and genuinely excited to come see us.
You will help turn a phone call into an appointment, an appointment into an incredible experience, and a new patient into someone who knows they found the right place.
THE ROLE
You will own communication with our new and existing patients across phone and text.
That means answering incoming calls, responding to messages, helping new patients understand their next step, scheduling appointments, following up with people who have not yet booked, and making sure communication never gets lost in the cracks.
But the real job is bigger than that.
Your job is to create certainty and connection.
You are the calm, warm, confident person on the other end of the phone who makes people think:
“Yes. This is where I want to go.”
WHAT YOU WILL OWN
You will:
- Answer incoming patient and prospective-patient phone calls with warmth, professionalism, and confidence.
- Respond quickly and clearly to incoming text communication.
- Help prospective patients understand our process and schedule their first appointment.
- Follow up consistently with new-patient inquiries who have not yet scheduled.
- Maintain accurate patient information and communication records.
- Manage appointment scheduling and help keep the calendar organized.
- Communicate clearly with the rest of the team so patients experience a seamless handoff.
- Handle questions and concerns without becoming rattled or defensive.
- Learn our communication systems, scripts, and standards and execute them consistently.
- Look for opportunities to improve the patient experience instead of waiting to be told what to do.
- Take ownership when something falls through the cracks and help solve it quickly.
YOU MAY BE OUR PERSON IF...
You genuinely love talking to people.
You are naturally warm, but you are not passive.
You communicate clearly and confidently.
You can build rapport quickly with someone you have never met.
You listen carefully instead of simply waiting for your turn to speak.
You are comfortable guiding a conversation rather than letting it wander.
You follow through when you say you are going to do something.
You notice details other people miss.
You can handle multiple conversations and responsibilities without becoming chaotic.
You are coachable and actually use feedback to get better.
You care about doing an exceptional job even when nobody is watching.
You have a sense of urgency. When someone needs a response, you respond.
And you want to be part of a team that is building something bigger than simply collecting a paycheck.
THIS PROBABLY ISN'T FOR YOU IF...
You regularly let calls go unanswered because you will “get to them later.”
You dislike being on the phone.
Following up with someone more than once makes you uncomfortable.
You need constant reminders to complete basic responsibilities.
You become easily overwhelmed when several things need your attention.
You take feedback personally instead of using it to improve.
You prefer a slow environment where expectations rarely change.
You believe “good enough” is good enough.
Or you are looking for somewhere you can quietly clock in, complete a checklist, and clock out.
That is not this role.
We care deeply about our patients, and because of that, we hold an extremely high standard for how they are treated.
WHAT WINNING LOOKS LIKE
Success in this position means:
Patients feel genuinely cared for from their very first interaction with us.
New inquiries receive fast, thoughtful responses.
Prospective patients do not disappear because nobody followed up.
Our schedule stays organized.
Our team knows exactly what is happening with each patient.
Patients arrive feeling informed and excited about their appointment.
And when something goes wrong, you take ownership and help solve it.
Ultimately, people who need our help actually get through the door because you were exceptional at yours.
That matters to us.
THE PERSON WE WANT
Experience in customer service, hospitality, healthcare, sales, scheduling, or patient communication can absolutely help.
But we are not hiring a résumé.
We are hiring the person.
Skills can be developed.
We are much more interested in your communication ability, character, energy, attention to detail, willingness to learn, and the standard you hold yourself to.
We want someone who wants to become incredible at this role.
Someone who loves being part of a winning team.
Someone who wants feedback because they want to grow.
Someone who sees a problem and thinks, “How can I solve this?”
Someone who understands that every phone call represents a real person who is trusting us to help them.
If that sounds like you, we want to meet you.
Pay: $18.00 - $25.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Health insurance
- Paid time off
Work Location: In person
