Patient Care Coordinator/Office Administrator

Patient Care /

Office Coordinator Location:

Mequon, WI Position Type:

Full-time Hours:

40 hours per week

Schedule:

Set daytime schedule Monday-Friday based on clinic hours and patient care needs About Cultivate Your Wellbeing Cultivate Your Wellbeing is a pelvic health physical therapy practice in Mequon, WI. We specialize in pelvic floor rehabilitation, pregnancy and postpartum care, bowel and bladder concerns, pelvic pain, prolapse, and other pelvic health and musculoskeletal conditions. Our mission is to provide a compassionate, welcoming, and supportive environment where patients feel heard, respected, and truly cared for. We believe in empowering patients through education, individualized care, and a whole-person approach to healing. We are looking for a friendly, organized, and compassionate Patient Care / Office Coordinator to join our team and help create an excellent experience for every person who contacts or visits our clinic. Position Overview The Patient Care / Office Coordinator is an essential part of our team and often serves as the first point of contact for patients, potential clients, referring providers, and community partners. This role is ideal for someone who enjoys connecting with people, staying organized, managing details, and supporting the daily flow of a healthcare practice. You will help guide patients from their first inquiry through scheduling, follow-up, and ongoing care, while also supporting office operations, communication, and marketing efforts. Ideal Candidate The right person for this role is naturally welcoming, organized, dependable, and comfortable working in a busy office environment. You enjoy helping people feel at ease, especially when they may be reaching out about sensitive health concerns, and you are able to communicate with warmth, professionalism, and discretion. This is a desk-based administrative role, so the right person should be comfortable spending much of the day working at a computer, answering phones, managing schedules, responding to emails, documenting details, and keeping office systems organized. We are looking for someone who is confident with basic computer skills, able to learn new systems, and comfortable managing multiple administrative tasks throughout the day. Strong attention to detail, follow-through, and the ability to stay organized are essential. This role is a good fit for someone who is proactive and self-motivated. You notice when something needs attention, ask questions when something is unclear, and help identify small problems before they become bigger issues. You do not need to have experience in pelvic health, but you should be open to learning about the services we provide so you can help patients feel informed and cared for from their very first interaction with our clinic. Key ResponsibilitiesPatient Communication and Support Greet patients warmly and help create a welcoming, comfortable clinic environment. Answer phone calls, respond to emails, and assist with patient questions in a kind and professional manner. Help new and current patients schedule appointments and understand next steps in their care. Communicate clearly with patients, physical therapists, and team members to support a smooth patient experience. Maintain confidentiality and follow HIPAA guidelines at all times. Scheduling and Office Coordination Manage patient scheduling, appointment changes, cancellations, and waitlist needs. Accurately enter and update patient information in our electronic systems. Track referrals, plans of care, and other patient-related documentation. Assist with billing, payment collection, superbills, and basic insurance-related questions as needed. Support daily clinic flow so patients and providers have what they need. Lead Management and Follow-Up Follow up with potential patients who have contacted the clinic. Help guide inquiries with warmth, professionalism, and confidence. Track patient leads and referral sources. Assist with relationship-building communication with referring providers and community partners. Office Organization Keep the front office and shared clinic spaces organized, stocked, clean, and welcoming. Monitor supplies and communicate ordering needs. Support general administrative tasks that help the practice run smoothly. Marketing and Community Support Assist with simple marketing tasks such as flyers, newsletters, social media support, and community event preparation. Help promote clinic services, workshops, blog content, and educational resources. Support outreach to referral sources and community partners as needed. Qualifications High school diploma required; bachelor's degree or equivalent experience preferred. Minimum of 1 year of customer service, administrative, healthcare, hospitality, or similar experience. Experience in healthcare, wellness, marketing, sales, or patient care coordination is a plus. Strong written and verbal communication skills. Comfortable answering phones and speaking with patients in a warm, confident, and professional way. Proficient with Comfortable using Google Workspace, including Gmail, Google Docs, Google Sheets, and Google Drive, and able to learn multiple software systems. Proficient on creating images in Canva and helping create marketing materials Highly organized and detail-oriented. Able to manage multiple tasks, prioritize effectively, and follow through. Compassionate, friendly, and team-oriented. Calm under pressure and able to problem-solve proactively. Dependable, reliable, and committed to maintaining patient confidentiality.

Benefits Full-time benefits include:

Two weeks of paid time off Paid holidays Supportive small-team work environment Consistent daytime schedule Opportunities to grow with the practice Eight physical therapy or wellness sessions per year at no cost •Benefits may vary based on employment status and hours worked. Part-time employees may not be eligible for all benefits listed. How to Apply If you are compassionate, organized, and excited to be part of a small healthcare practice that truly values patient experience, we would love to hear from you. Please submit your resume and complete this google form to provide us more information: https://docs.google.com/forms/d/e/1FAIpQLScKneIHpZLGh8kdzNepRMdqat_9vgMPQSL2Fo3tRHD4gmQf4A/viewform?usp=header

Pay:

From $18.00 per hour

Benefits:

Paid time off

Work Location:

In person