Front Desk Care Coordinator

Front Desk Care Coordinator R3 Athletic & Physical Therapy•Milpitas, CA Part-Time | Specific Weekday Availability Required This role requires consistent availability on Thursdays and Fridays (all day). Who we are R3 Athletic & Physical Therapy is a boutique physical therapy clinic in Milpitas. We don't just treat people — we guide them through a full plan of care that changes their lives. Our patients choose R3 because they feel supported, informed, and genuinely cared for from the very first phone call. We hold ourselves to high standards, communicate directly, and take pride in doing things the right way — even when it's harder. What this role actually is Let's be direct: this is not a traditional administrative job. If you're picturing checking people in, scanning forms, data entry, and the occasional phone call — that's not this. The phone is the center of this role. You'll be making and taking calls all day — connecting with new patients, guiding them through decisions, and scheduling them into care. It's relationship-first, people-first, and consultative. We don't wait for people to call us; we reach out, follow up, and make things happen. In short, you're R3's client experience champion — the first voice someone hears when they're in pain and don't know where to turn. Your warmth, clarity, and energy directly impact whether that person gets the help they need — and whether R3 thrives as a business. Glass balls and rubber balls This role comes with a never-ending to-do list. You will rarely reach the bottom of it — and that's normal. What matters is your ability to identify the "glass balls" (urgent, high-impact tasks that can't drop) and protect them fiercely, while letting the "rubber balls" bounce without guilt. If you need a perfectly cleared task list to feel good at the end of the day, this role will be a mismatch. If you thrive on prioritizing fast and executing under pressure, you'll be right at home. Your most important responsibilities Phones & scheduling (this is #1) Make and receive a high volume of calls to prospective and current patients Conduct meaningful intake conversations (10-20 min) — listen actively, explain R3's approach, answer questions, and move people toward scheduling Proactively follow up with people who've reached out, missed calls, and patients at risk of dropping off Manage the schedule tightly — minimizing gaps, reducing no-shows, and keeping clinicians' days running efficiently Patient retention & care coordination Guide patients through their full plan of care — celebrating progress, addressing concerns, and keeping them on track Anticipate drop-off before it happens and take action Communicate confidently about pricing and value — you won't avoid that conversation Front desk & client experience Create a warm, energetic, and professional experience every time someone walks in or calls Process payments accurately and on time Handle email, faxing, scanning, and other basic admin tasks as needed (lower priority, but still matters) Open and close the clinic as needed Who thrives here You're probably a great fit if you: Are naturally warm and upbeat — your energy lifts a room Love talking to people and never feel drained by a packed phone schedule Stay focused and decisive when everything is happening at once Take ownership without being asked — you see what needs to happen and you do it Are comfortable having real conversations, including about money Know the difference between busy and productive — and consistently deliver the latter Can work with incomplete information and still move forward confidently — you don't need every pathway mapped out before you take action Welcome feedback and use it to get better fast Find your footing while you're in motion, not before Who this is not for Please read this before applying. This role is not a fit if you: Want a quiet, slow-paced environment Prefer mostly computer-based or administrative work Avoid direct conversations or feel uneasy discussing pricing Need a complete task list to feel successful at the end of the day Wait to be told what to do rather than anticipating needs Need all the details, outcomes, and processes fully outlined before you feel ready to act Define "front desk" as checking people in and answering occasional calls Speed matters here. The window to connect is short — people who reach out are often ready to move forward, and a slow response can cost them the care they need. The right person moves with confidence, stays positive under pressure, and trusts that the details will get cleaned up along the way — because they will. We're not looking for "good enough." We're looking for someone who takes pride in being the heartbeat of the clinic. What you bring Prior experience in a customer-facing role (required) Background in sales, service, hospitality, or high-volume phone work (strongly preferred) Excellent verbal communication — clear, warm, and confident Strong organization and follow-through even when priorities shift fast Reliable, punctual, and consistent — always Healthcare experience not required — we train the right person Bonus if you have experience with scheduling or CRM systems, process documentation, or a background in health and fitness. Work authorization United States (required) Work Schedule & Expectations Consistent weekday availability is required: Thursday (9:45 AM-6:45 PM) & Friday (7:30 AM-4:30 PM) . Dependability and punctuality are non-negotiable Professional appearance required (R3 uniform top provided) This role requires sustained focus, emotional presence, and attention to detail What we offer A role where your work has direct, visible impact on people's health A high-standard team that values growth, accountability, and honest feedback Training in communication, care coordination, and clinic operations Opportunities to improve systems and take on more ownership over time Competitive compensation Use of R3's facilities for your own workouts A uniform top provided Final Note We are intentionally selective. We're looking for someone who takes pride in being dependable, enjoys helping people make good decisions, and wants to be part of a team that cares deeply about doing things well. If you value ownership, clarity, and meaningful work, and are willing to be held to a high standard, you will feel very at home at R3. Ready to apply? •To officially apply, please send your resume to careers@p3athletic.com and include in your email: A short paragraph about something fun you've done in the last month. •

Job Type:

Part-time Pay:

$20.00•$30.00 per hour

Benefits:

Professional development assistance Ability to

Commute:

Milpitas, CA 95035 (Required)

Work Location:

In person