Patient Care Coordinator (Sales & Intake)
Chiropractic & Sports Rehab
Location & Employment Details
- Location: Remote (supporting our flagship location in Wayne, PA)
- Schedule: Full-time, Monday-Friday, with full overlap of U.S. Eastern Time business hours
- Compensation: USD/month base (depending on experience), plus performance incentives on booked evaluations and conversions
- Reports to: Founder / Clinical Director
About The Company
We are a performance-based sports chiropractic and rehab practice on Philadelphia's Main Line, with locations across PA. We are not a typical "crack-and-go" chiropractic office. Our approach is exercise-first: we help active people — lifters, runners, athletes, and busy professionals — train through and around injury instead of being told to stop doing what they love.
Our philosophy is simple: exercise is healthcare. We combine chiropractic care, soft-tissue work, and individualized rehab and strength programming to get people out of pain and back to their lives with the confidence to keep going on their own. We're a cash-pay practice built on trust, education, and real relationships — and we're growing.
About The Role
We're hiring our first dedicated Patient Care Coordinator to own the front of our patient journey. Today, our founder personally handles every new lead — the calls, texts, follow-ups, and bookings — on top of treating patients. This role exists to change that. You'll be the first human someone talks to when they reach out for help, so our clinical team can stay focused on care.
You'll take inbound leads from our ads and website, follow up quickly and personally, understand what each person is struggling with, and guide them to book a discovery call and evaluation. You own everything up to the booking; our founder runs the consultation, evaluation, and treatment. When you do this well, more of the right people get the help they came looking for — that's the whole job.
Key Responsibilities
Lead Response & Conversion
- Respond quickly and personally to inbound leads across calls, texts, email, and instant messages
- Follow up consistently with new and past leads in our CRM until they book or opt out
- Understand each lead's pain points and goals, and clearly connect them to how we help
- Guide qualified leads to book a discovery call and $99 evaluation, hitting conversion targets
Scheduling & Calendar Management
- Book discovery calls, evaluations, and follow-ups directly into our EHR
- Keep the provider schedule full and running efficiently
- Manage reminders and actively reduce no-shows
Patient Intake & Experience
- Collect and organize new-client intake information
- Deliver a warm, professional first impression that makes strength and fitness feel approachable — never intimidating
- Be the empathetic voice for people who may be in pain, nervous, or new to training
Administration & Payments
- Collect payments and keep the lead tracker and CRM clean and current
- Maintain accurate records and KPIs in Google Sheets
Feedback & Continuous Improvement
- Own the patient feedback and escalation process so every patient feels heard and resolved
- Partner with the founder to review conversion metrics and refine our messaging and onboarding
Required Qualifications
- Excellent spoken and written English with a warm, clear, confident phone presence
- Proven experience in sales, inside sales, lead conversion, or patient/customer coordination — ideally consultative and relationship-based
- Comfortable spending most of the day on the phone and in written follow-up
- Strong organization, multitasking, and problem-solving in a fast-paced environment
- Comfortable with technology and quick to learn new tools (CRM, scheduling, spreadsheets)
- A genuine interest in fitness and health, and a real belief that exercise is healthcare — you should be able to speak about training and movement authentically
- Reliable home office, stable high-speed internet, and a quiet space for calls
- Availability for full U.S. Eastern Time business-hour overlap
Preferred Qualifications
- Experience with GoHighLevel (GHL) and Jane, or a similar CRM / practice-management EHR
- Background in fitness, wellness, coaching, gym or membership sales, or another health-adjacent field
- Experience with high-ticket or cash-pay consultative sales
- Familiarity with Google Suite, Asana, or Slack
- No clinical or chiropractic background required — what matters is that you value fitness and connect well with people
Ideal Candidate Profile
You Are
- Warm and empathetic — you make people who are nervous, in pain, or new to exercise feel safe and understood
- Fitness-minded — you train, you value your health, and it comes through when you talk to people
- A natural relationship-builder who is also comfortable steering a conversation toward a booking
- Proactive and self-directed — you follow up without being reminded and take ownership of results
- Organized, dependable, and calm under a busy call and message volume
- Coachable — eager to learn our approach, sharpen your scripts, and grow with the practice
Performance Targets (first 6 months)
- Provider schedule kept full and efficient: ~85%
- Evaluations booked: 10-15 per week
- Lead-to-booking conversion: ~30% of qualified leads
- Consistent daily outreach across calls and texts to new and existing leads
Why Join Us
- Mission-driven work: you directly help active people get out of pain and back to what they love
- A foundational role with real growth potential as we expand the team and add clinicians
- Direct mentorship and daily collaboration with the founder
- Base pay plus performance incentives — when the practice wins, you win