Patient Care Coordinator for PT Office General Application

Ready to Do Front Desk Work That Actually Means Something?

• What if you could be organized, supported, and actually see the difference you make every single day?


• At Orthopaedics Plus, we believe the people at the front desk aren't just administrative support. They are the reason patients show up, stay engaged, and get the help they came for. That's why we've built a role where the work is meaningful, the expectations are clear, and the growth path is real. We're a therapist-owned outpatient physical therapy practice that takes the same intentional approach to our support staff as we do to our clinicians. You won't be handed a phone and a sticky note system and told to figure it out. You'll be given structure, a team that has your back, and a leader who is genuinely invested in helping you grow.
  

Who We’re Looking For:

• Are you someone who loves connecting with people, takes pride in running a tight operation, and finds real satisfaction in getting a patient scheduled for the care they need? Do you want to be part of a team where your work is seen, your growth is supported, and your role is clearly defined?


• The people who thrive in this role are warm but organized, proactive but patient, and energized by the idea that every call they answer and every appointment they schedule is one more person getting help. They take ownership of their work, stay calm under pressure, and look for opportunities to learn - not just complete tasks. If that sounds like you, we’d love to meet you.
  

Why People Are Joining Orthopaedics Plus:

• Work That Actually Connects You to Patients: A lot of front desk jobs keep you behind a desk and disconnected from any sense of outcome. At Orthopaedics Plus, you’ll feel the difference your work makes. When you schedule a patient who’s been in pain and struggling, you’re not filling a time slot, you’re the reason they took the first step toward getting better. That connection is built into the culture here.


• Clarity You Can Actually Work In: Disorganized workplaces are exhausting. You spend more energy navigating ambiguity than actually doing your job. At Orthopaedics Plus, your responsibilities are clearly defined, your daily systems are in place, and your performance expectations are transparent. You’ll know exactly what “good” looks like and have the support to get there.


• A Growth Path That’s Actually Mapped Out: Most front desk roles hit a ceiling fast. At Orthopaedics Plus, this role is the starting point, not the stopping point. From Patient Care Coordinator, you can grow into an Admin Specialist role, and from there the path can go in several directions: leadership, customer service excellence, or billing and finance. We don’t just tell people there’s room to grow — we show them exactly where.


• A Culture Built on Real Values:
  
  
  
  • Meaningful Results – Every patient you get scheduled is a success story in the making.
  
  
  • Teamwork – The front desk and clinical team operate as one unit here, not separate silos.
  
  
  • Education – Learning and improving is part of the job, not an afterthought.
  
  
  • Challenge the Status Quo – If you see a better way, we want to hear it.
  
  
  
  


• Sustainable, Supportive Working Conditions: We strongly encourage our team to actually use their paid time off, up to 33 days per year. When you’re out, you don’t need to worry about what’s falling through the cracks. The team handles it. We also offer “Paid Paid Vacation” - up to $1,350 in vacation expense reimbursement each year because we believe truly unplugging makes everyone better at their job when they return. Regular 1:1s and team meetings are protected time, not squeezed between tasks. Your feedback matters here, and when things need to change, leadership listens and acts.
  

Meet Your Leader:

• Colleen Laughlin
  
  
  
  • What makes Colleen an Outstanding Mentor?
    
    
    
    • Colleen didn’t come into her role from the outside, she earned it from within. She started as an Admin Specialist at Orthopaedics Plus and grew into the Team Leader role through an internal promotion, which means she knows this work from the inside out. She knows what the hard days feel like, what good systems look like, and what it takes to help someone grow in this environment.
    
    
    • What her team says about her: Colleen is deeply invested in the people she leads. She wants to make your job easier, help you grow, and make sure you always know what’s expected of you. Her training is clear, her feedback is direct but kind, and she never stops working on her own leadership skills because she holds herself to the same standard she holds others.
    
    
    • Proven performance: Since Colleen has taken over the admin team, patient recapture rates and clinic capacity have improved significantly. That’s not a coincidence. It’s what happens when someone who genuinely cares about systems and people is running the operation. When you join this team, you’re not just getting a job, you’re getting a leader who is actively rooting for you.
    
    
    
    
  
  
  
  

A Note on the Blended Role:

• This is a blended Patient Care Coordinator / Rehab Technician position. The majority of your time (roughly 60%) will be in PCC duties - scheduling, patient communication, insurance verification, and front desk operations. The remaining portion of your role will involve supporting the clinical team directly: helping patients get set up with their exercises, maintaining a smooth and organized clinic environment, and keeping patient flow running efficiently. This isn’t two jobs stapled together. It’s one role designed for someone who is energized by both connecting with patients and keeping a clinic running well. If you love people and love systems, this role was built for you.

What You’ll Do:

• Patient Care Coordinator Responsibilities:
  
  
  
  • Be the warm, professional first impression every patient receives — by phone, email, or in person.
  
  
  • Schedule patients efficiently to maximize clinic capacity, using waitlists, lead follow-up, and proactive outreach.
  
  
  • Follow up with new patient leads within 24 hours to convert inquiries into scheduled evaluations.
    
  
  
  • Verify insurance eligibility and benefits daily for all upcoming patients.
    
  
  
  • Collect and accurately enter patient demographic, insurance, and payment information into the EMR.
    
  
  
  • Process check-ins, collect co-pays and outstanding balances, and document transactions accurately.
    
  
  
  • Communicate consistently with the clinical team and escalate patient concerns quickly and professionally.
    
  
  
  • Complete daily opening and closing checklists and keep the front desk environment organized and professional.
  
  
  
  


• Rehab Tech Responsibilities:
  
  
  
  
  • Set up and assist patients with their prescribed exercise programs under PT supervision.
    
  
  
  • Ensure patients feel safe, confident, and supported during their sessions.
    
  
  
  • Clean and prepare treatment areas between patients to maintain a professional, sanitary environment.
    
  
  
  • Monitor and manage supply inventory, restocking and reporting proactively.
    
  
  
  • Support smooth patient flow and assist the clinical team during high-volume periods.
  
  
  
  

What Success Looks Like:

• Patients feel welcomed, informed, and confident from their very first interaction with our practice.


• The schedule stays full, leads are followed up promptly, and no patient falls through the cracks.


• Insurance and billing information is accurate and complete, keeping the clinic’s operations running smoothly.


• The clinic environment is organized, clean, and ready so the clinical team can focus on patient care.


• You’re growing into your next role, building skills and taking on new responsibilities with Colleen’s support.

Requirements:

• High school diploma or equivalent (Associate’s degree preferred).
  


• Minimum 1 year of customer service experience; healthcare setting a plus.


• Strong verbal and written communication skills.


• High attention to detail and comfort with data accuracy.


• Proficiency technology and software/computer use. 


• Energized by helping people, not just processing them.


• Comfortable in a fast-paced environment where priorities can shift and teamwork matters.

Benefits:

• Paid Time Off: Up to 33 days per year, with required use encouraged — we want you to actually unplug.


• Paid Paid Vacation: Up to $1,350 in vacation expense reimbursement annually.


• 401(k) with 4% Company Match.


• Insurance Package: Medical, Dental, Vision, Life, Accident, Hospital Indemnity, Critical Illness, and Pet Insurance.


• FSA / Section 125 Plan.


• Free gym access 24/7.


• Training and nutrition discounts at Spectrum Fitness.


• Paid jury duty leave and bereavement leave.


• Clear growth tracks with defined paths into Admin Specialist, leadership, customer service, or billing and finance roles.


• Consistent 1:1s and team meetings 

What Our Team Says About Orthopaedics Plus:

• "Working in this role has given me so many opportunities for growth, and being surrounded by a strong, supportive team has made all the difference. It’s rewarding to be part of an environment where teamwork is valued and everyone works together to help each other succeed."


• "Honestly, this is the first place I’ve worked at where I feel like people really see me. It’s not just about getting through the day or checking certain boxes, Everyone helps each other out, and you can actually ask questions without feeling dumb. I’ve grown a lot since I started, not just in the job but in how I talk to people and handle things. It just feels good to be part of a team that’s got your back!"


• "Coming from my previous job, the biggest difference I’ve felt at OP is the culture Colleen has built in admin. There’s a real sense of trust and accountability here, you’re given the space to own your work, but you’re never on your own. It’s a more transparent, supportive environment than I was used to, and it’s made a huge impact on how I approach my work every day."