Patient Services Coordinator

About Us Anjuna Sports Acupuncture, founded in 2013, specializes in advanced sports acupuncture, performance recovery, and integrated care. We combine precision techniques with modern performance science to help athletes and active individuals recover faster and stay in the game. Our practice is grounded in evidence-based orthopedic acupuncture protocols using DBC ProMaxx needles, treating patients across the full activity spectrum: older adults keeping up their fitness routines, everyday movers managing the demands of work and family, and competitive athletes preparing for their next event. We are looking for an organized, patient-focused coordinator to keep our clinic running smoothly as we continue to grow. The Role This is an onsite position serving as the operational anchor of our clinic. You will own the patient experience from first call through follow-up, manage the day-to-day administrative engine, and partner directly with the owner on practice operations. The schedule is built around the school day, which makes it an excellent fit for parents, students, or anyone who wants meaningful clinic work without an evening commitment. Marketing and content production are handled by a dedicated staff member, so this role focuses cleanly on patient experience and operations rather than campaign execution. Schedule This role is expected to start in mid September 2026. Monday through Friday, 8:45 AM to 2:45 PM (30+ hours/week). Optional Saturday hours available based on clinic needs. Potential for expanded hours over time as clinic volume and revenue grow. Key Responsibilities Front Desk & Patient Experience (30%) Greet patients, answer phones and email, and manage the schedule with warmth and precision. Run intake, payment collection, and follow-up communication. Answer patient questions about treatments, insurance coverage, and clinic policies. Conduct insurance verification and communicate benefits clearly to patients before treatment. Maintain a concierge-level experience: athletes and patients here expect both clinical professionalism and personal care. Office & Practice Operations (70%) Oversee billing, insurance claims processing, and revenue cycle management (RCM) within Unified Practice (our EHR). Adhere to confidentiality requirements and all applicable state, federal, and HIPAA laws and guidelines regarding patient records, including proper PHI handling across all patient communication and electronic records. Maintain compliance with Oregon Medical Board guidelines for clinic operations and patient communications. Track core operational KPIs: collections, cancellations, no-show rates, patient volume, and retention. Conduct basic data analysis, growth forecasting, and data visualization. Coordinate with the owner on operational planning and process improvement. Liaise with our marketing staff on patient-facing logistics. Other duties as requested or assigned. Qualifications 2+ years of relevant experience in healthcare office administration and revenue cycle management (RCM). Working knowledge of HIPAA, PHI handling, and EHR systems. Direct experience with Unified Practice is a strong plus; comparable EHR experience is acceptable, with training provided. Strong familiarity with insurance verification process including various payer verification systems, claim denial resolution, benefits communication, billing collection follow-ups, and Office Ally software. Excellent communication and interpersonal skills; comfortable being the face of the clinic. Organized, detail-oriented, and effective at juggling priorities in a small-business environment. Intermediate proficiency in Microsoft Office 365 (Outlook, Word, Excel, Teams, PowerPoint), Office Ally, and RCM SaaS software. Must successfully complete required HIPAA, OSHA, and clinic-specific training modules in Excel, PowerPoint, and financial modeling within 90 days of hire. Core Competencies Demonstrates Patient Focus: Treats every patient interaction as a reflection of the clinic’s standards and values. Operates with Integrity: Maintains confidentiality and professional discretion as default behavior. Shows Initiative: Anticipates clinic needs and addresses them without prompting. Commits to Precision: Brings attention to detail to scheduling, billing, and documentation. Demonstrates Adaptability: Handles day-to-day work challenges confidently; adjusts to shifting priorities and multiple demands. Compensation & Benefits Base Compensation Hourly rate: $24–$25 per hour. Paid bi-weekly. The actual hiring rate depends on prior work experience, education, position-specific competencies, and demonstrated proficiency with relevant systems. 30+ hours per week, with optional Saturday hours and potential expansion as the clinic grows. Benefits The following benefits become available after successful completion of a 90-day probationary period and continued full-time status (averaging 30+ hours/week on a rolling 8-week measurement): Retirement: Eligibility to participate in Anjuna’s 401(k) plan with employer match (up to 3%) after the qualifying period. Healthcare cost-sharing program contribution: Anjuna offers a monthly contribution toward enrollment in a non-religious healthcare cost-sharing community. 5 paid holidays. Paid sick leave accrued per Oregon Sick Time Law. Clinic service and product discounts. Profit Sharing & Growth Incentives Profit sharing: 0.5%–2% of annual clinic revenue above $500,000, paid as a top-line bonus measured at year-end. Performance reviews every 6 months, with potential base-rate adjustments tied to operational KPIs as the clinic expands. Why Join Anjuna This is a stable, meaningful role at a specialized clinic where your work directly shapes how patients experience integrative sports medicine. You will be a central part of a small, mission-driven practice and will have real influence on systems, processes, and patient care standards. If you thrive on patient connection, clean operations, and being the dependable center of a calm, bespoke clinic, this is the role for you. Physical Demands The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The role requires being present onsite during regularly scheduled clinic hours, sitting and standing for extended periods, manual and finger dexterity for computer and phone work, and eye-hand coordination. Occasionally requires lifting and carrying items weighing up to 25 lbs. Ability to perform visual and auditory tasks required for the role, with or without reasonable accommodation. Work Environment Standard outpatient clinic environment with regular in-person interaction with patients, providers, and co-workers. Occasional exposure to clinical materials including acupuncture needles, cupping equipment, electrical stimulation devices, and topical liniments. Work may occasionally require travel between local clinic-related locations. How to Apply Submit: 1. Resume (PDF). 2. Brief cover letter (2–3 paragraphs) describing your healthcare administration experience and what draws you to a small specialty practice. Please reference the brand of needles named in our ‘About Us’ section anywhere in your cover letter to confirm attention to detail. Applications are reviewed on a rolling basis. Target start date is mid September 2026 to allow for standard professional notice. All applicants will receive a response within one week. Equal Opportunity Anjuna Sports Acupuncture celebrates diversity and is committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race (including physical characteristics historically associated with race), religion, color, age, sex (including pregnancy), national origin, veteran status, disability, marital status, genetic information, sexual orientation, gender identity, pregnancy-related conditions.