Patient Care Plan Administrator

Position Overview

Pure Life Wellness Chiropractic is seeking a compassionate, organized, and detail-oriented Patient Care Plan Administrator to coordinate the administrative side of patient care plans and help ensure patients receive consistent support throughout their care journey.

This position serves as a central point of contact between patients, chiropractors, and the practice team. The administrator will help coordinate appointments, monitor care-plan milestones, maintain accurate records, communicate approved care information, and follow up with patients regarding scheduling and administrative requirements.

Key Responsibilities

Care Plan Coordination

• Maintain accurate records of active patient care plans.
• Coordinate administrative activities associated with recommended care schedules.
• Track upcoming visits, missed appointments, follow-ups, and care-plan milestones.
• Help patients understand scheduling expectations and administrative aspects of their care plans.
• Identify incomplete or outstanding administrative items and coordinate appropriate follow-up.
• Communicate changes in scheduling or care-plan logistics to the appropriate team members.

Patient Communication

• Serve as a primary administrative contact for patients throughout their care experience.
• Communicate professionally with patients by phone, email, text, or in person.
• Answer routine questions regarding appointments, scheduling, paperwork, and practice procedures.
• Follow up with patients who miss appointments or have fallen behind on scheduled visits.
• Provide a welcoming, supportive, and professional patient experience.
• Escalate clinical questions to the chiropractor or appropriate licensed healthcare professional.

Scheduling & Follow-Up

• Coordinate initial, recurring, and follow-up appointments.
• Maintain accurate provider calendars and patient appointment schedules.
• Assist with rescheduling, cancellations, waitlists, and appointment confirmations.
• Monitor upcoming appointments and identify potential scheduling gaps.
• Conduct reminder and follow-up outreach according to practice procedures.
• Support efforts to improve appointment consistency and patient engagement.

Documentation & Records

• Maintain accurate patient demographic, contact, scheduling, and administrative information.
• Update patient records and care-plan tracking information in applicable systems.
• Document administrative communications and follow-up activities.
• Ensure required forms and administrative documentation are completed.
• Maintain organized electronic and physical records.
• Protect confidential patient information in accordance with practice policies and applicable privacy requirements.

Patient Experience

• Help patients navigate the administrative aspects of their care.
• Listen to patient concerns and assist with routine service-related issues.
• Coordinate appropriate follow-up when patients have questions or concerns.
• Help identify recurring administrative barriers that may affect patient engagement.
• Communicate patient feedback to practice leadership and clinical staff when appropriate.

Billing & Administrative Support

• Assist patients with routine administrative questions regarding invoices, balances, payment arrangements, or account information.
• Coordinate with billing personnel when account issues affect scheduling or care-plan administration.
• Maintain accurate administrative records related to patient accounts.
• Assist with insurance or payment documentation as assigned.
• Escalate complex billing, insurance, or clinical questions to the appropriate team member.

Team Coordination

• Work closely with chiropractors, assistants, front-desk personnel, billing staff, and practice leadership.
• Communicate relevant scheduling and administrative updates to the care team.
• Assist with maintaining consistent care-plan workflows.
• Support practice initiatives designed to improve patient engagement and operational efficiency.

Process Improvement

• Identify recurring scheduling, documentation, or communication issues.
• Recommend practical improvements to care-plan administration workflows.
• Assist with developing patient follow-up procedures, checklists, and tracking tools.
• Monitor administrative trends and provide observations to management.

Qualifications

Required

• High school diploma or equivalent.
• 1–2 years of experience in healthcare administration, patient coordination, customer service, scheduling, wellness, or a related field.
• Excellent verbal and written communication skills.
• Strong organization and follow-up abilities.
• High attention to detail and accuracy.
• Ability to manage multiple patients, schedules, and administrative tasks.
• Professional, empathetic, and service-oriented approach.
• Comfortable using computers, scheduling software, electronic records, email, and spreadsheets.

Preferred

• Previous experience in a chiropractic, wellness, physical therapy, rehabilitation, or healthcare practice.
• Experience with patient care coordination or treatment-plan administration.
• Familiarity with electronic health records or chiropractic practice-management systems.
• Experience with patient retention, appointment scheduling, or customer success.
• Knowledge of HIPAA and healthcare privacy practices.
• Associate or bachelor's degree in healthcare administration, business, wellness, or a related field.

Core Competencies

• Patient care coordination
• Care-plan administration
• Patient communication
• Appointment scheduling
• Patient follow-up
• Documentation management
• Customer service
• Organization
• Attention to detail
• Problem solving
• Confidentiality
• Team coordination
• Practice operations

Pay: $24.20 - $29.14 per hour

Benefits:

• 401(k)
• Health insurance
• Paid time off
• Retirement plan

Work Location: Remote