Chiropractic Office Manager /
Patient Care Coordinator
Do you have what it takes to join our team? Coastal Chiropractic is a 26-year established practice built on the latest high tech, specific chiropractic care, coupled with a highly compassionate and caring environment. We deliver care for sports and auto injuries as well as chronic conditions and family wellness. Our Norfolk office on 21st St. in Ghent needs the right person to run the office. This location is open M/W/Th from 9-6pm and will require some billing/administrative work on Tuesdays. At Coastal Chiropractic, we believe that healthcare should feel personal. We are a small, close-knit practice where patients are known by name, relationships matter, and every member of our team plays an important role in creating a positive experience. Our goal is not simply to get patients in and out of the office. We want each person who walks through our door to feel welcomed, listened to, respected, and cared for. Because we are a small practice, our team members wear many hats. The person in this position is an important part of the daily rhythm of the office and serves as a connection between our patients, providers, scheduling, billing, and the overall operation of the practice and patient experience.
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Position Overview
We are seeking a warm, dependable, highly
organized, and detail-oriented Chiropractic
Office Manager / Patient Care Coordinator to
join our team. This person is responsible for
creating a welcoming experience for patients
while managing the daily administrative
operations of a busy chiropractic office.
The ideal candidate is someone who can
multitask without becoming overwhelmed,
prioritize competing demands, communicate
clearly, take initiative, and genuinely cares about
helping people. This position requires someone
who is equally comfortable working with
patients, managing schedules, handling financial
and insurance responsibilities, and keeping the
office running smoothly behind the scenes.
Primary Responsibilities:
Patient Care Coordinator & Front Desk
Greet patients warmly and professionally.
Check patients in and out and assist with
their needs.
Answer phones and respond to patient
questions.
Schedule, confirm, and reschedule
appointments.
Collect patient payments and maintain
accurate payment records.
Provide a calm, compassionate presence for
patients who may be stressed, frustrated, or
experiencing discomfort.
Maintain patient confidentiality and
professionalism at all times.
Develop positive, ongoing relationships with
patients.
Scheduling & Office Coordination
Manage the doctor's daily schedule
efficiently.
Coordinate scheduling for massage therapy
services.
Coordinate appointments between multiple
office locations when necessary.
Monitor the schedule and make adjustments
as priorities change.
Recognize urgent or time-sensitive needs
and appropriately prioritize them.
Balance the needs of patients in the office,
phone calls, providers, and administrative
responsibilities.
Minimize scheduling conflicts and maintain
an organized, productive workflow.
Insurance & Billing
Process insurance claims and post
insurance payments.
Investigate and troubleshoot unpaid or
outstanding claims.
Follow up on insurance-related issues as
needed.
Maintain accurate billing and payment
records.
Handle patient balances and payment
related questions professionally.
Demonstrate strong attention to detail when
working with financial and insurance
information.
Essential Skills
The successful candidate should possess:
Excellent organizational skills
Strong attention to detail
Excellent verbal and written communication
skills
Strong customer/patient service skills
Ability to multitask effectively
Ability to prioritize competing responsibilities
Strong time-management skills
Basic computer proficiency and willingness
to learn new software
Ability to handle confidential information
appropriately
Basic understanding of billing and payment
processes
Ability to learn insurance procedures
Problem-solving and critical-thinking skills
Strong follow-through
Ability to work independently
Ability to recognize when something
requires immediate attention
Ability to remain professional and composed
under pressure
Preferred Qualifications
Previous medical, chiropractic, dental, or
healthcare office experience preferred.
Previous administrative or office
management experience preferred.
Experience with scheduling software or
electronic health records preferred.
Experience with insurance billing or claims
preferred.
Experience handling payments and patient
accounts preferred.
Experience coordinating multiple schedules
preferred.
Equivalent combinations of education, training,
and experience may be considered.
HealthcareX
