Patient Care Coordinator

Body Moksha Physical Therapy•Chatham Township, NJ

3d•$22 - $24•Onsite

About The Position

Body Moksha Physical Therapy is hiring a full-time Patient Care Coordinator to run daily front desk operations, keep our schedules full, and support patient communication and clinic organization. This role is the heartbeat of how our clinic runs day to day. You're the first person patients interact with, the one making sure schedules stay tight, payments are processed correctly, and nothing falls through the cracks. It takes someone who genuinely enjoys that responsibility and takes pride in being the person who keeps everything moving. Some days move fast with patients checking in and out, phones ringing, and payments happening all at once. Other days are slower. You'll need to know how to prioritize when it's busy and what to catch up on when things settle down. If you're someone who's built a career around front desk operations, patient coordination, or office management and you're looking for a team that values what you do, we want to hear from you. This role will train at our Chatham location and transition to our second location in the Millburn area, expected to open later this year.

Requirements

Experienced in a front desk, patient coordinator, or medical office admin role (2+ years preferred)
Someone who has stayed in and grown within administrative or front desk roles and wants to keep doing that work
Comfortable managing a busy phone line
Able to juggle check-ins, calls, scheduling, and payments at the same time without getting rattled
Good at prioritizing on busy days and staying productive on slower ones
Friendly, professional, and reliable with patients and coworkers
Detail-focused with data entry and follow-up
Tech-savvy and comfortable learning new systems
Familiar with spreadsheets, EMRs, or scheduling software
Comfortable working independently
Able to take direction and follow established processes
Excited to be part of a small, collaborative team

Responsibilities

Answer and manage incoming calls on our main line
Make outbound calls and texts to confirm upcoming evaluations and appointments, following our confirmation timeline and cutoffs
Greet, check in, and assist patients at the front desk
Schedule, reschedule, and confirm appointments
Follow up on incomplete intake forms
Rebook cancelled appointments and work the waitlist to fill open spots
Keep PT schedules as full as possible and minimize gaps in the day
Run our daily financial reports before end of shift to confirm visits are recorded correctly, package sessions are applied, and payments have gone through
Catch and resolve any billing discrepancies same day, or flag them right away if they can't be resolved on the spot
Keep the schedule and lead tracking system current at all times so nothing falls through the cracks
Log information accurately into Stride, including new patient profiles and package entries
Collect and verify patient paperwork, insurance cards, and required information before evaluations
Process patient payments and set up payment plans as needed
Track patient sessions and packages
Communicate with the team throughout the day using internal messaging tools
Print weekly schedules
Prepare materials for workshops
Handle incoming mail
Restock supplies and help manage inventory, including linens
Support the Owner and Operations Manager with general administrative tasks
Help keep the clinic organized, prepared, and running smoothly