Front Desk Coordinator

Job Description

Job Description

Front Desk Coordinator

Company: Pelvic Path

Position Type: Part-Time (20 Hours/Week)

Pay Range: $23.00 – $27.00 / hour (commensurate with experience)

Location: San Rafael, CA

At Pelvic Path, we provide compassionate, specialized 1-on-1 pelvic health physical therapy. We know that reaching out for pelvic health care can feel intimidating or vulnerable for many patients. We take pride in creating an environment that feels warm, safe, discrete, and welcoming from the very first interaction.

We are looking for an organized, reliable, and empathetic Front Desk Coordinator to be the face and voice of Pelvic Path. In this role, you will manage daily front-office operations, ensure a seamless scheduling experience for our patients, assist our Physical Therapists with light administrative duties, and maintain a spotless, peaceful clinic environment.

Client Experience & Phone Management

• Warm Welcome: Enthusiastically greet patients as they arrive, making them feel instantly comfortable and valued.

• First Point of Contact: Answer incoming phone calls, emails, and patient inquiries with empathy, professionalism, and clarity.

• Patient Intake: Guide new clients through onboarding forms, intake paperwork, and digital payment setups.

Scheduling & Administrative Support

• Schedule Management: Oversee therapist schedules, book follow-up visits, and manage cancellations/waitlists to optimize clinic flow.

• PT Admin Assistance: Assist physical therapists with light administrative duties (e.g., sending exercise programs, tracking patient charts, preparing intake folders).

• Payment Processing: Collect payments/copays, issue receipts, and manage superbills/invoices as needed.

Clinic Space Maintenance

• Light Clinic Reset: Keep the waiting area, front desk, and treatment room corridors neat, tidy, and organized throughout the day.

• Sanitization: Perform light cleaning and sanitization of high-touch surfaces to ensure a hygienic, safe clinical space.

• Inventory Tracking: Monitor front desk supplies, patient amenities (water/tea area), and clinic linen levels; notify management when reordering is required.

• Experience: 1+ years of customer service, front desk, or receptionist experience (healthcare, wellness, physical therapy, or boutique studio experience is a big plus!).

• Communication: Exceptional verbal and written communication skills with a strong sense of empathy and active listening.

• Tech-Savvy: Comfortable learning and using Electronic Medical Records (EMR) software, Google Workspace, and scheduling tools.

• Detail-Oriented: High level of organization, multi-tasking, and ability to keep schedules running smoothly.

• Discretion: Strict adherence to HIPAA guidelines and maintaining absolute patient privacy.

• Punctual & Dependable: Strong work ethic and commitment to being reliable for our team and patients during your scheduled hours.

• Hours: 20 hours per week (Exact shift schedule to be determined—e.g., morning/afternoon split or specific set days).

• Environment: A supportive, collaborative, and calm clinical setting focused on patient care over high volume.

If you are passionate about helping people feel comfortable and cared for on their wellness journey, we’d love to meet you! Apply now!

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