Patient Intake Coordinator

Position Overview

MyoBalance Chiropractic and Acupuncture is seeking a compassionate, organized, and patient-focused Patient Intake Coordinator to support the practice's patient onboarding and administrative operations. This role serves as an important first point of contact for new and returning patients, helping ensure a smooth experience from the initial inquiry through appointment scheduling and completion of intake requirements.

The ideal candidate is an excellent communicator who is comfortable working with patients, managing confidential information, coordinating appointments, and keeping administrative records accurate and organized.

Key Responsibilities

Patient Intake & Onboarding

• Serve as a primary administrative contact for new and prospective patients.
• Respond to patient inquiries by phone, email, text, and other approved communication channels.
• Collect and accurately enter patient demographic, contact, and insurance information.
• Guide patients through required intake forms, consent documentation, and pre-appointment requirements.
• Follow up with patients regarding incomplete forms or missing information.
• Ensure new patient information is available to the appropriate clinical team before appointments.

Scheduling Coordination

• Schedule new patient consultations, follow-up appointments, evaluations, and treatment visits.
• Coordinate appointment changes, cancellations, and rescheduling requests.
• Maintain accurate appointment information within the practice management system.
• Help manage scheduling availability and communicate appointment options to patients.
• Send appointment confirmations, reminders, and other routine communications.

Insurance & Administrative Support

• Collect and verify basic insurance information according to established practice procedures.
• Coordinate with insurance or billing personnel when benefit or coverage questions require additional review.
• Maintain accurate insurance and patient records.
• Assist with collecting required referrals, authorizations, or other administrative documentation when applicable.
• Escalate financial, clinical, or coverage questions to the appropriate staff member.

Patient Experience

• Create a welcoming and professional experience for every patient interaction.
• Answer general administrative questions regarding appointments, forms, office procedures, and next steps.
• Follow up with new patients after their initial visit when requested.
• Identify recurring patient concerns and communicate them to practice leadership.
• Support initiatives designed to improve patient satisfaction and retention.

Administrative Operations

• Maintain accurate patient records within electronic health record (EHR) and practice management systems.
• Document patient communications and administrative activities appropriately.
• Prepare intake reports, scheduling updates, and administrative summaries as needed.
• Maintain organized electronic documentation.
• Assist with improving intake workflows and administrative procedures.

Team Collaboration

• Work closely with chiropractors, acupuncturists, clinical staff, billing personnel, and practice leadership.
• Ensure relevant patient information is communicated to the appropriate team members.
• Coordinate administrative tasks that support efficient patient flow.
• Participate in team meetings and process-improvement initiatives.
• Perform additional administrative duties as assigned.

Qualifications

Required

• High school diploma or equivalent.
• 1–2 years of experience in patient intake, medical reception, healthcare administration, scheduling, customer service, or a related field.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Comfortable handling confidential patient information.
• Strong attention to detail and accurate data-entry skills.
• Ability to manage multiple patient requests and administrative tasks.
• Proficiency with email, Microsoft Office or Google Workspace, scheduling systems, and electronic records.
• Ability to work independently and collaboratively.

Preferred

• Associate's or Bachelor's degree in Healthcare Administration, Business Administration, Communications, or a related field.
• Experience in chiropractic, acupuncture, physical therapy, rehabilitation, wellness, primary care, or another outpatient healthcare setting.
• Familiarity with EHR and practice management systems.
• Experience with insurance verification or healthcare billing administration.
• Previous remote healthcare administrative experience.

Core Competencies

• Patient intake
• Patient scheduling
• Customer service
• Healthcare administration
• Insurance coordination
• Communication
• Data accuracy
• Confidentiality
• Organization
• Problem-solving
• Patient experience
• Time management

Benefits

• Competitive compensation
• Paid time off and company holidays
• Professional development opportunities
• Paid onboarding and role-specific training
• Supportive healthcare-focused work environment
• Opportunities for career development
• Flexible work arrangements where operationally available

Equal Opportunity Employer

MyoBalance Chiropractic and Acupuncture is committed to providing a professional, inclusive, and respectful workplace. Employment decisions are based on qualifications, experience, performance, and business needs, consistent with applicable federal, state, and local employment laws. We encourage qualified candidates from diverse healthcare and customer-service backgrounds to apply.

Pay: $24.67 - $29.71 per hour

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance

Work Location: Remote