Job Description

Position: Client Coordinator Location: Boca Raton, FL (Hybrid) (Day in office 1-2 days in office) Hours: Monday – Friday, 8:30 AM to 5:30 PM (with required attendance at monthly events during evening time) Compensation: Competitive salary based on experience

About Us:

We are a leading pelvic floor therapy practice dedicated to exceptional patient care and operational excellence . Our team thrives on professionalism, efficiency, and a patient-centered approach to care. We are looking for a highly organized and dynamic Client Coordinator to manage front-office operations, scheduling, patient communication, marketing, social media, and financial reporting.

About the Role:

As our Client Coordinator , you will be the central hub of our practice, ensuring seamless operations and exceptional patient experiences . This position requires a proactive, tech-savvy individual with a background in sales, marketing, event coordination, patient scheduling, and financial reporting . You will oversee patient inquiries, appointment management, social media engagement, CRM/EMR systems, and revenue analytics.

Key Responsibilities:

✅ Patient & Office Coordination:

• Handle incoming and outgoing calls professionally via Dialpad
• Manage patient scheduling for Physical Therapy, Hormone Replacement Therapy, and Massage Therapy using IntakeQ
• Confirm next-day appointments and follow up on past evaluations or unscheduled visits
• Return missed calls from outside business hours and follow up with web leads
• Oversee patient intake , ensuring all documentation is completed before appointments

✅ Marketing, Social Media & Event Coordination:

• Develop and execute monthly newsletters, email marketing campaigns, and event promotions
• Manage social media accounts (Instagram, Facebook, etc.) – post content, engage with followers, comment, and like other creators’ content
• Create and schedule content derived from newsletters and event marketing campaigns
• Promote monthly events on social media and assist in event coordination
• Engagement strategy: Build community presence, increase followers, and track social media performance

✅ Revenue Reports & Business Analytics:

• Generate weekly, monthly, quarterly, and annual revenue reports
• Track key performance indicators (KPIs) such as revenue, appointment volume, and patient retention
• Utilize templates from Front Cap, Cockpit, and Google Drive for report accuracy
• Analyze marketing campaign performance and adjust strategies accordingly

✅ CRM & EMR Management:

• Maintain and update patient records in the EMR system
• Import and manage new leads in Keap CRM , ensuring correct segmentation and tagging
• Create and assign monthly tags for marketing campaigns
• Track lead conversion and engagement from email marketing campaigns

✅ Administrative & Financial Support:

• Manage multiple inboxes
• Process payroll using Gusto and handle financial reconciliation via QuickBooks
• Review daily charges to ensure appointments are correctly linked to patient packages

Who You Are:

✅ Highly organized and detail-oriented , with the ability to multitask in a fast-paced environment✅ Tech-savvy with experience in CRMs (Keap, HubSpot, Salesforce), EMRs, IntakeQ, and scheduling software ✅ Strong communicator with a background in sales, marketing, and patient relations ✅ Experienced in social media management, content marketing, and engagement strategies ✅ Skilled in financial reporting, revenue tracking, and QuickBooks accounting ✅ Hybrid availability – Must work both remotely and in-office and attend monthly in-office events ✅ Owns a reliable laptop and has a dedicated workspace for remote tasks

Why Join Us?

• Dynamic & Rewarding Work Environment – Be part of a practice that values growth, teamwork, and patient care
• Hybrid Schedule – Enjoy flexibility while playing an essential role in office operations
• Professional Development – Expand your skills in medical administration, marketing, and business analytics
• Impactful Role – Play a key part in enhancing patient experiences and optimizing business performance

How to Apply:

If you are a highly organized, tech-savvy, and proactive professional looking for an exciting opportunity to join a growing medical practice , we’d love to hear from you!

PLEASE DO NOT REPLY TO THIS JOB POSTING

Submit your resume and a brief cover letter to pelvicorerehab@gmail.com with the subject line “Client Coordinator Application – [Your Name]”

We look forward to meeting our next team member!

Job Types: Full-time, Contract

Pay: From $20.00 per hour

Expected hours: 30 per week

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Boca Raton, FL 33432

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