Senior Patient Experience & Scheduling Coordinator
OhioChiro | Upper Arlington, Ohio
Pay: $23–$27 per hour
Job type: 32–36 hours per week
Schedule: Morning-heavy, with 1–2 evening shifts per week and some Saturdays
Be the Front-Office Anchor of a Growing Healthcare Practice
OhioChiro is seeking an experienced, engaging, and highly dependable Senior Patient Experience & Scheduling Coordinator to lead the daily execution of our front office.
This is not a passive receptionist position, a temporary healthcare job, or initially a Practice Manager role.
It is a senior coordinator position for someone who can become the steady presence at the center of the patient experience: welcoming people, managing the schedule, directing front-office activity, supporting junior team members, and helping our clinic grow through internal patient-engagement initiatives.
The right person will combine the maturity and discipline of an experienced coordinator with the energy of a natural host.
What You Will OwnPatient Experience and Front-Office Execution
- Create a warm, welcoming, and professional experience from arrival through checkout
- Learn patients’ names, build relationships, and help people feel known and supported
- Manage daily patient flow and help the clinic remain organized and on schedule
- Coordinate clear handoffs between the front office, clinical team, rehabilitation team, training team, and business office
- Address routine patient questions and concerns with confidence, empathy, and sound judgment
- Maintain a prepared, organized, and professional front-office environment
Scheduling and Communication
- Schedule new and existing patients accurately
- Manage appointment confirmations, cancellations, rescheduling, and waitlist opportunities
- Actively protect and improve the appointment schedule rather than passively recording changes
- Respond to calls, texts, and scheduling requests promptly
- Ensure patient communication and administrative tasks are completed without loose ends
- Support new-patient communication and guide prospective patients toward the appropriate first appointment
- Identify opportunities to fill schedule openings and improve appointment continuity
Checkout, Collections, and Administrative Coordination
- Complete check-in and checkout procedures accurately and efficiently
- Collect routine patient payments according to established procedures
- Confirm that required forms, documentation, and next appointments are complete
- Support routine insurance and administrative coordination within established protocols
- Escalate complex account, financial-plan, insurance, or policy exceptions appropriately
- Maintain accurate daily front-office records and follow established closing procedures
Junior Team Training and Direction
- Provide day-to-day direction to 1–2 junior CICA/COCA team members
- Train junior employees on front-desk procedures, scripts, scheduling standards, and patient communication
- Assign and confirm completion of routine front-office responsibilities
- Model professionalism, urgency, positivity, and follow-through
- Help create dependable coverage across mornings, evenings, and Saturdays
- Identify performance or workflow concerns and communicate them appropriately to management
This position provides daily front-office leadership but does not initially include formal hiring, disciplinary, or full practice-management authority.
Internal Marketing and Patient Engagement
- Own the consistent execution of established internal marketing processes
- Invite satisfied patients to share their experience through online reviews
- Promote monthly patient workshops and help increase registration and attendance
- Introduce friends-and-family vouchers, referral initiatives, and clinic promotions
- Encourage patients to follow and engage with OhioChiro through social media
- Help promote new services, events, and patient opportunities within the clinic
- Track campaign activity and results using a simple weekly scorecard
- Communicate campaign wins, obstacles, and follow-up needs to the Clinic Director and Office Manager
Who We Are Looking For
You may be a strong fit if you are naturally:
A host. You notice people, welcome them warmly, and make them feel comfortable.
A follow-through person. You close loops, finish tasks, and do not allow details to disappear.
A coach. You encourage people, communicate expectations clearly, and help others improve.
A competitor. You enjoy goals, scoreboards, measurable progress, and winning as a team.
A community builder. You widen the circle and help patients and coworkers feel included.
A promoter. You are comfortable inviting people to workshops, events, referrals, and other valuable opportunities.
A positive influence. You bring energy and optimism without creating unnecessary drama.
A steady professional. You remain composed, organized, and constructive during busy clinic periods.
What Success Looks Like
During the first 90 days, the successful candidate will:
- Establish dependable and consistent front-office execution
- Create a warm and organized patient experience
- Independently manage routine scheduling, communication, and patient-flow needs
- Maintain accurate check-in, checkout, and routine payment processes
- Reduce preventable front-office interruptions to the Office Manager
- Train and direct junior front-office employees
- Close calls, texts, tasks, and rescheduling requests consistently
- Learn and document OhioChiro’s core front-office procedures
- Execute review, workshop, referral, and promotional initiatives reliably
- Track internal campaign activity and results
- Demonstrate sound judgment about what to resolve independently and what to escalate
Experience That May Translate Well
Direct healthcare experience is preferred but not required.
Strong candidates may have backgrounds in:
- Medical, dental, chiropractic, physical therapy, or specialty-practice coordination
- Patient access, scheduling, or medical reception
- Boutique fitness, wellness, or membership-based businesses
- Hospitality, concierge, or front-of-house leadership
- Event coordination or community programming
- Customer success or client services
- School, nonprofit, or community-office administration
- Premium retail or service environments with performance goals
- Office coordination within a small, growing business
We value demonstrated maturity, judgment, communication, and leadership capability more than a specific job title.
Required Qualifications
- Strong interpersonal and verbal communication skills
- A dependable work history and interest in stable, long-term employment
- Ability to manage multiple priorities while maintaining composure and accuracy
- Strong organizational skills and attention to detail
- Comfort directing and supporting junior team members
- Confidence asking patients to schedule, review, refer, attend, or participate when appropriate
- Ability to follow established systems while identifying practical improvements
- Comfort using scheduling, communication, payment, and administrative technology
- Ability to work a morning-heavy schedule, 1–2 evenings per week, and some Saturdays
- Willingness to receive feedback and be accountable for measurable outcomes
Compensation and Growth
- $23–$27 per hour, based on relevant experience and demonstrated capability
- 32–36 hours per week
- Paid onboarding and role-specific training
- Access to chiropractic care according to OhioChiro team guidelines
- Formal 90-day introductory and performance review
- Formal six-month role and compensation review
Initial pay placement will generally follow this structure:
- $23–$24 per hour: Strong coordinator with transferable scheduling, hospitality, service, or administrative experience
- $25–$26 per hour: Experienced healthcare coordinator capable of independently managing front-office operations
- $27 per hour: Front Office Lead-capable candidate who can immediately stabilize execution, train junior employees, document processes, and manage internal campaigns
Productivity incentives may be considered after the role has been established and measurable performance standards are in place. They are not part of the initial compensation offer.
Advancement Opportunity
This position is not being hired initially as a Practice Manager.
After six months, the successful candidate may be considered for advancement into a Front Office Lead, Operations Lead, or Practice Manager track, based on:
- Front-office stability and execution
- Leadership of junior employees
- Patient experience outcomes
- Scheduling and communication performance
- Internal campaign execution
- Process documentation and improvement
- Judgment, accountability, and operational capability
- OhioChiro’s organizational needs
Advancement will be earned through demonstrated performance and leadership—not tenure alone.
About OhioChiro
OhioChiro is an independently owned musculoskeletal healthcare practice in Upper Arlington. We combine conservative spine care, rehabilitation, movement assessment, and progressive strength training to help patients move better, recover capacity, and invest in their long-term health.
Our team believes in movement as medicine, meaningful relationships, clear standards, personal responsibility, and continual improvement.
We are building a clinic where patients feel known, team members understand their responsibilities, and every role contributes directly to the patient experience and the growth of the practice.
Application Questions
Please submit your résumé and answer the following questions:
- Why are you interested in this position and in making a long-term employment commitment?
- Describe a position in which you were responsible for creating an exceptional customer, member, or patient experience.
- Tell us about a time you provided direction, training, or support to less-experienced coworkers.
- Share an example of how you increased participation in an event, promotion, referral initiative, membership program, or similar campaign.
- Tell us about a time you managed several competing priorities while maintaining accuracy and composure.
Pay: $23.00 - $27.00 per hour
Benefits:
- On-site gym
- Opportunities for advancement
- Paid time off
- Wellness program
Work Location: In person
