Administrative Assistant - Part Time up to 20 hours per week

Job Description

Job Description

We are looking for a highly organized, reliable, and personable Administrative Assistant / Patient Care Coordinator to support clinic operations, patient scheduling, lead follow-up, and day-to-day administrative duties. The ideal candidate is a strong communicator who is comfortable being the first point of contact for patients and families, eager to learn in a dynamic and supportive environment, and open to taking on new responsibilities over time.

At NeuroFit Institute, we provide specialized adult neurologic and pediatric physical therapy services with a strong emphasis on clinical excellence, compassionate and individualized care, and helping patients and families feel supported throughout the process. The first person someone speaks with matters. This role is often the first point of contact for families, patients, referral sources, students, and community partners, so we are looking for someone who communicates with warmth, confidence, professionalism, and follow-through.

This is not a passive administrative role. The right person is organized, proactive, comfortable talking to people, and not afraid to pick up the phone. This person will help prospective patients understand our services, guide them toward the next appropriate step, and help keep communication moving across the clinic.

Key Responsibilities

Patient Scheduling & Lead Management

• Schedule in-clinic patients and early intervention/home-based patients.
• Manage complimentary consults for clinic programs.
• Schedule follow-up appointments when prospective patients decide to move forward.
• Keep track of everyone who contacts the clinic.
• Follow up consistently with leads and prospective patients.
• Help ensure no inquiry falls through the cracks.
• Clearly explain NeuroFit Institute’s service offerings to prospective patients and families.
• Learn our services in depth and be able to speak confidently about what we offer.
• Help prospective patients understand which service or program may be the best fit.
• Support appropriate conversion of inquiries into booked appointments, evaluations, consults, or programs.

Phone, Email & Communication Management

• Answer incoming phone calls professionally, warmly, and confidently.
• Monitor and manage incoming messages to the admin email account.
• Respond to emails in a timely and professional manner.
• Triage messages and forward them to the appropriate team member when further action is needed.
• Handle requests from outside companies, vendors, referral sources, and potential collaborators.
• Coordinate communication and logistics for students who come through the clinic.
• Maintain clear, organized communication so patients, families, and team members know what is happening and what comes next.

Early Intervention / Home Visit Scheduling

• Help schedule early intervention and home-based visits.
• Determine drive time and geographic feasibility for therapists providing home visits.
• Determine where visits can fit into the overall early intervention schedule.
• Communicate with service coordinators throughout the scheduling process.
• Help ensure scheduling is realistic, efficient, and clearly communicated.

In-Clinic Scheduling & Front Desk Support

• Schedule in-clinic patients.
• Support front desk needs during scheduled admin hours.
• Help patients and families with scheduling questions.
• Maintain accurate records of patient inquiries, scheduling status, and follow-up needs.
• Create a professional and welcoming experience for patients and families.

Personal Assistant Support

• Help maintain the co-founders’ personal and professional schedules.
• Assist with calendar management and scheduling coordination as needed.

Requirements

• Excellent organizational skills and strong attention to detail.
• Excellent verbal and written communication skills.
• Strong interpersonal skills.
• Comfortable speaking with people by phone, email, and in person.
• Not afraid to pick up the phone, follow up, ask questions, and guide conversations.
• Able to communicate clearly, warmly, and professionally.
• Reliable, consistent, and able to follow through.
• Able to manage multiple conversations, leads, schedules, and follow-up tasks at once.
• Comfortable learning NeuroFit Institute’s services in depth and explaining them clearly to prospective patients and families.
• Comfortable helping prospective patients understand the value of services and encouraging them to take the next step when appropriate.
• Able to take initiative, problem-solve, and keep communication moving.
• Comfortable with basic technology, email, calendars, scheduling systems, spreadsheets, and CRM tools.
• Prior experience in healthcare, therapy, medical office administration, front desk coordination, sales, or patient care coordination is preferred.