Care Coordinator

Job Description

Job Description

Job Summary

We are seeking a reliable, motivated, professional, and detail-oriented Care Coordinator to join our fast-paced chiropractic, wellness, and regenerative medicine office in Rancho Santa Margarita.

This is an active, fast-paced role that requires strong multitasking, adaptability, urgency, professionalism, and attention to detail throughout the day. This position is ideal for someone who is quick on their feet, highly organized, dependable, coachable, and comfortable managing multiple responsibilities while maintaining a positive and professional attitude.

Our office offers chiropractic care, massage therapy, wellness services, advanced therapies, memberships, regenerative medicine support, and patient-centered care in a high-quality clinical environment. This role combines patient coordination, front office responsibilities, operational support, and hands-on therapy assistance as trained, instructed, and approved by providers.

The ideal candidate understands the importance of teamwork, communication, professionalism, efficiency, and creating an exceptional patient experience from start to finish.

This position is not ideal for applicants seeking a slow-paced or primarily sedentary work environment.

Responsibilities

• Greet patients warmly and maintain a welcoming, professional environment 
• Answer phone calls, texts, emails, and patient inquiries in a timely and professional manner 
• Schedule, reschedule, and confirm patient appointments accurately 
• Manage patient check-in and check-out processes 
• Collect payments and review office policies, memberships, packages, and scheduling information with patients 
• Support daily patient flow and clinic efficiency 
• Assist with therapies, treatment setup, and supportive clinical and therapy-related tasks as trained, instructed, and approved by providers 
• Prepare treatment rooms and maintain clean, stocked, organized, and patient-ready treatment areas 
• Assist with room turnover and overall clinic cleanliness throughout the day 
• Support patient education regarding wellness services, memberships, packages, and ongoing care options 
• Follow up with patients regarding appointments, care plans, scheduling, and ongoing treatment needs 
• Maintain accurate patient communication, scheduling notes, and office organization 
• Assist with inventory, supplies, laundry, cleaning, and daily operational tasks 
• Support providers and fellow team members during busy clinic hours 
• Maintain professionalism, urgency, and attention to detail throughout the shift 
• Follow office systems, protocols, procedures, and training consistently 
• Maintain productivity throughout the shift by assisting with assigned tasks, organization, patient follow-up, and overall clinic support as needed 
• Communicate clearly and effectively with the team regarding scheduling, patient needs, and clinic priorities 

Our Ideal Candidate Is

• Fast-paced, efficient, and proactive 
• Friendly, polished, and professional 
• Reliable, punctual, and dependable 
• Highly organized and detail-oriented 
• Comfortable multitasking in a busy environment 
• Calm under pressure and able to adapt quickly 
• A strong communicator with excellent customer service skills 
• Comfortable discussing services, scheduling, memberships, and patient care needs 
• Willing to learn about wellness services, chiropractic care, therapies, regenerative medicine, and clinic operations 
• Comfortable performing therapies and supportive clinical tasks as trained and instructed 
• A self-starter who stays productive without constant supervision 
• Team-oriented with a positive attitude and strong work ethic 
• Comfortable being active and on their feet throughout the shift 
• Willing to assist wherever needed to support overall clinic operations, patient care, and team success 

Requirements

• Previous experience in a medical office, chiropractic office, wellness clinic, spa, customer service, or healthcare setting preferred 
• Strong communication, phone, and interpersonal skills 
• Comfortable using computers, scheduling systems, texting platforms, and payment systems 
• Ability to multitask and adapt quickly in a fast-paced environment 
• Professional appearance and demeanor 
• Strong attention to detail and organizational skills 
• Ability to maintain a clean, organized, and patient-ready environment throughout the shift 
• Must be dependable, punctual, and maintain consistent attendance 
• Must be comfortable with both patient-facing and operational responsibilities 
• Must be willing to follow protocols, training, and provider instruction carefully 
• Ability to maintain professionalism, urgency, and efficiency throughout the shift 
• Ability to stand, walk, bend, lift, and move throughout an active clinic environment 
• Self-starter mentality with the ability to remain productive without constant supervision 
• Ability to adapt quickly and shift priorities throughout the day as clinic needs change 
• Must have reliable transportation 
• Medical assistant experience is a plus, but not required 
• Sales, membership, or package experience is a plus 

Schedule & Availability Requirements

This is a part-time, in-person position , typically averaging approximately 10–15 hours per week . Weekly hours may vary based on patient volume, staffing needs, and clinic operations.

We are looking for someone with broad and flexible availability Monday through Saturday . Candidates will not be scheduled every day , but should be available across multiple clinic days and able to work a varying schedule from week to week as coverage needs change.

Our current clinic hours are:

Monday: 8:30 AM–12:00 PM & 3:00–6:00 PM
Tuesday: 3:00–6:00 PM
Wednesday: 8:30 AM–12:00 PM & 3:00–6:00 PM
Thursday: 3:00–6:00 PM
Friday: 8:30 AM–12:00 PM & 3:00–6:00 PM
Saturday: 8:30 AM–12:00 PM
Sunday: Closed

Morning team shifts typically begin around 8:15 AM , and afternoon shifts typically begin around 2:00 PM to allow time for opening and preparation before patient hours.

Availability on Tuesday and Thursday afternoons is especially important at this time , along with flexibility to work additional shifts on Mondays, Wednesdays, Fridays, and Saturdays as needed.

The exact days and hours scheduled may vary from week to week. This position is best suited for someone who is comfortable with a flexible part-time schedule rather than fixed weekly days or guaranteed identical hours each week .

Reliability, punctuality, flexibility, and consistent communication regarding availability are essential for this role.

Benefits & Perks

• Competitive hourly pay based on experience and overall fit 
• Flexible, team-oriented scheduling 
• Part-time schedule with consideration for advance time-off requests and special circumstances 
• Employee discounts on select services and wellness offerings 
• Wellness-focused work environment 
• Hands-on training and ongoing development 
• Opportunity for performance-based pay increases and advancement 
• Exposure to chiropractic, wellness, regenerative medicine, therapies, aesthetics, and patient care coordination 
• Supportive, collaborative team environment 
• Opportunity to grow with a developing and expanding wellness practice

Important Note

We are looking for someone who takes pride in their work, communicates well, stays productive, and wants to grow with our office long-term.

This role requires professionalism, urgency, strong teamwork, adaptability, and a willingness to contribute wherever needed to support overall clinic operations and patient experience.

Due to the fast-paced nature of the clinic, employees are expected to remain engaged, attentive, and focused during shifts while maintaining professionalism and productivity throughout the day.

We value team members who are dependable, proactive, solution-oriented, and committed to contributing to a positive and high-performing clinic environment.

Applicants should be comfortable working in a busy, high-responsibility environment where efficiency, communication, organization, teamwork, and patient care are top priorities.