Client Coordinator

Position: Client Coordinator

Job Type: Contract with Full Time Hours

Location: Boca Raton, FL (Hybrid) (1-2 days in office)

Hours: Monday – Friday, 8:30 AM to 5:30 PM (with required attendance at monthly events during evening time)

Compensation: Competitive salary based on experience

We are a leading pelvic floor therapy practice dedicated to exceptional patient care and operational excellence. Our team thrives on professionalism, efficiency, and a patient-centered approach to care. We are looking for a highly organized and dynamic Client Coordinator to manage front-office operations, scheduling, patient communication, marketing, social media, and financial reporting.

As our Client Coordinator, you will be the central hub of our practice, ensuring seamless operations and exceptional patient experiences. This position requires a proactive, tech-savvy individual with a background in sales, marketing, event coordination, patient scheduling, and financial reporting. You will oversee patient inquiries, appointment management, social media engagement, CRM/EMR systems, and revenue analytics.

✅ Patient & Office Coordination:

• Handle incoming and outgoing calls professionally via Dialpad
• Manage patient scheduling for Physical Therapy, Hormone Replacement Therapy, and Massage Therapy using IntakeQ
• Confirm next-day appointments and follow up on past evaluations or unscheduled visits
• Return missed calls from outside business hours and follow up with web leads
• Oversee patient intake, ensuring all documentation is completed before appointments

✅ Marketing, Social Media & Event Coordination:

• Develop and execute monthly newsletters, email marketing campaigns, and event promotions
• Manage social media accounts (Instagram, Facebook, etc.) – post content, engage with followers, comment, and like other creators’ content
• Create and schedule content derived from newsletters and event marketing campaigns
• Promote monthly events on social media and assist in event coordination
• Engagement strategy: Build community presence, increase followers, and track social media performance

✅ Revenue Reports & Business Analytics:

• Generate weekly, monthly, quarterly, and annual revenue reports
• Track key performance indicators (KPIs) such as revenue, appointment volume, and patient retention
• Utilize templates from Front Cap, Cockpit, and Google Drive for report accuracy
• Analyze marketing campaign performance and adjust strategies accordingly

✅ CRM & EMR Management:

• Maintain and update patient records in the EMR system
• Import and manage new leads in Keap CRM, ensuring correct segmentation and tagging
• Create and assign monthly tags for marketing campaigns
• Track lead conversion and engagement from email marketing campaigns

✅ Administrative & Financial Support:

• Manage multiple inboxes 
• Process payroll using Gusto and handle financial reconciliation via QuickBooks
• Review daily charges to ensure appointments are correctly linked to patient packages
  

✅ Highly organized and detail-oriented, with the ability to multitask in a fast-paced environment

✅ Tech-savvy with experience in CRMs (Keap, HubSpot, Salesforce), EMRs, IntakeQ, and scheduling software

✅ Strong communicator with a background in sales, marketing, and patient relations

✅ Experienced in social media management, content marketing, and engagement strategies

✅ Skilled in financial reporting, revenue tracking, and QuickBooks accounting

✅ Hybrid availability – Must work both remotely and in-office and attend monthly in-office events

✅ Owns a reliable laptop and has a dedicated workspace for remote tasks

• Dynamic & Rewarding Work Environment – Be part of a practice that values growth, teamwork, and patient care
• Hybrid Schedule – Enjoy flexibility while playing an essential role in office operations
• Professional Development – Expand your skills in medical administration, marketing, and business analytics
• Impactful Role – Play a key part in enhancing patient experiences and optimizing business performance
  

If you are a highly organized, tech-savvy, and proactive professional looking for an exciting opportunity to join a growing medical practice, we’d love to hear from you!

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👉 Submit your resume and a brief cover letter to pelvicorerehab@gmail.com with the subject line “Client Coordinator Application – [Your Name]”

We look forward to meeting our next team member!