Front Desk Representative

Job Description

Job Description

Front Desk & Patient Care Coordinator

Fit Club Physical Therapy & Sports Performance | New York City

Join a Team That's Helping NYC Move, Feel, and Perform Better!

Fit Club Physical Therapy & Sports Performance is looking for an experienced, organized, and personable Front Desk & Patient Care Coordinator to join our growing team.

We're not looking for someone who simply sits at the front desk. We're looking for someone who takes ownership, communicates confidently, stays organized, and genuinely enjoys helping people.

If you have previous front desk experience, enjoy working with people, and thrive in a busy, team-oriented environment, we'd love to meet you.

About Fit Club

At Fit Club, our mission is simple: Heal NYC.

We provide personalized physical therapy, sports performance, and recovery services to help New Yorkers get out of pain and return to doing what they love.

Our team is energetic, supportive, and committed to delivering a 5-star patient experience.

Our Front Desk & Patient Care Coordinators are essential to that mission. You're often the first person a patient speaks with and the person who helps keep the entire clinic running smoothly.

What You'll Do

Patient Communication & Customer Service

• Professionally answer incoming phone calls, emails, and patient messages in a timely manner.

• Make outbound calls, send follow-up emails, and communicate with patients to help schedule appointments and coordinate care.

• Welcome patients with a positive, friendly attitude and create an exceptional first impression.

• Answer patient questions about scheduling, services, insurance benefits, and payments.

• Follow up with prospective and existing patients to ensure they receive the support they need.

Front Desk Operations & Organization

• Manage patient scheduling, appointment confirmations, cancellations, and rescheduling.

• Maintain an organized front desk and help ensure the clinic runs efficiently.

• Complete new patient intake, paperwork, and patient record updates accurately.

• Verify insurance benefits and communicate financial responsibilities clearly.

• Process payments and maintain accurate patient records.

• Monitor daily administrative tasks and follow through on outstanding items without constant reminders.

Teamwork & Accountability

• Communicate proactively with therapists, office managers, and fellow coordinators.

• Keep the team informed of scheduling changes, patient needs, and outstanding issues.

• Participate in team meetings and contribute ideas to improve the patient experience.

• Support clinic goals, including patient scheduling, retention, and successful follow-up.

• Take ownership of responsibilities and be willing to help teammates when needed.

What We're Looking For

Required Qualifications

• At least 1 year of prior front desk, receptionist, patient coordination, or similar customer-facing administrative experience.
  
  
• Strong phone etiquette and the ability to communicate professionally and confidently.

• Excellent written communication skills, including clear, professional emails and text messages.

• Strong organizational skills, attention to detail, and ability to manage multiple tasks.

• Dependable, punctual, and committed to being part of a team.

• Comfortable using computers, email, scheduling software, and online systems.

• Ability to work independently, problem-solve, and follow through on assigned responsibilities.

• A friendly, positive attitude with a genuine passion for helping others.

Preferred Qualifications

• Previous experience in a physical therapy, medical, dental, chiropractic, or wellness office.

• Familiarity with insurance verification, patient scheduling, and medical terminology.

• Experience with Jane App or another electronic medical record system.

• Previous experience managing a high volume of inbound calls, emails, and appointment requests.

• Candidates who live locally or have a reliable, manageable commute to the clinic.

You'll Be a Great Fit If You...

• Enjoy talking to people and know how to make patients feel comfortable.

• Can confidently handle a busy phone line while staying organized.

• Write professional emails and communicate clearly without needing constant oversight.

• Take initiative and address problems rather than waiting to be told what to do.

• Value punctuality, reliability, and following through on commitments.

• Enjoy working as part of a team and understand that everyone contributes to the patient experience.

• Want to grow professionally and take pride in the quality of your work.