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

Patient Care Coordinator (Sales & Intake) - 21000