Office Manager/Patient Coordinator

Job Description

Job Description

Chiropractic Office Manager /

Patient Care Coordinator

Do you have what it takes to join our team? Coastal Chiropractic is a 26-year established practice built on the latest high tech, specific chiropractic care, coupled with a highly compassionate and caring environment. We deliver care for sports and auto injuries as well as chronic conditions and family wellness. Our Norfolk office on 21st St. in Ghent needs the right person to run the office. This location is open M/W/Th from 9-6pm and will require some billing/administrative work on Tuesdays. At Coastal Chiropractic, we believe that healthcare should feel personal. We are a small, close-knit practice where patients are known by name, relationships matter, and every member of our team plays an important role in creating a positive experience. Our goal is not simply to get patients in and out of the office. We want each person who walks through our door to feel welcomed, listened to, respected, and cared for. Because we are a small practice, our team members wear many hats. The person in this position is an important part of the daily rhythm of the office and serves as a connection between our patients, providers, scheduling, billing, and the overall operation of the practice and patient experience.

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Position Overview

We are seeking a warm, dependable, highly

organized, and detail-oriented Chiropractic

Office Manager / Patient Care Coordinator to   

join our team. This person is responsible for

creating a welcoming experience for patients

while managing the daily administrative

operations of a busy chiropractic office.

The ideal candidate is someone who can

multitask without becoming overwhelmed,

prioritize competing demands, communicate

clearly, take initiative, and genuinely cares about

helping people. This position requires someone

who is equally comfortable working with

patients, managing schedules, handling financial

and insurance responsibilities, and keeping the

office running smoothly behind the scenes.

Primary Responsibilities:

Patient Care Coordinator & Front Desk

Greet patients warmly and professionally.

Check patients in and out and assist with

their needs.

Answer phones and respond to patient

questions.

Schedule, confirm, and reschedule

appointments.

Collect patient payments and maintain

accurate payment records.

Provide a calm, compassionate presence for

patients who may be stressed, frustrated, or

experiencing discomfort.

Maintain patient confidentiality and

professionalism at all times.

Develop positive, ongoing relationships with

patients.

Scheduling & Office Coordination

Manage the doctor's daily schedule

efficiently.

Coordinate scheduling for massage therapy

services.

Coordinate appointments between multiple

office locations when necessary.

Monitor the schedule and make adjustments

as priorities change.

Recognize urgent or time-sensitive needs

and appropriately prioritize them.

Balance the needs of patients in the office,

phone calls, providers, and administrative

responsibilities.

Minimize scheduling conflicts and maintain

an organized, productive workflow.

Insurance & Billing

Process insurance claims and post

insurance payments.

Investigate and troubleshoot unpaid or

outstanding claims.

Follow up on insurance-related issues as

needed.

Maintain accurate billing and payment

records.

Handle patient balances and payment

related questions professionally.

Demonstrate strong attention to detail when

working with financial and insurance

information.

Essential Skills

The successful candidate should possess:

Excellent organizational skills

Strong attention to detail

Excellent verbal and written communication

skills

Strong customer/patient service skills

Ability to multitask effectively

Ability to prioritize competing responsibilities

Strong time-management skills

Basic computer proficiency and willingness

to learn new software

Ability to handle confidential information

appropriately

Basic understanding of billing and payment

processes

Ability to learn insurance procedures

Problem-solving and critical-thinking skills

Strong follow-through

Ability to work independently

Ability to recognize when something

requires immediate attention

Ability to remain professional and composed

under pressure

Preferred Qualifications

Previous medical, chiropractic, dental, or

healthcare office experience preferred.

Previous administrative or office

management experience preferred.

Experience with scheduling software or

electronic health records preferred.

Experience with insurance billing or claims

preferred.

Experience handling payments and patient

accounts preferred.

Experience coordinating multiple schedules

preferred.

Equivalent combinations of education, training,

and experience may be considered.