Patient Services & Operations Coordinator

Location: Portage, WI (with occasional travel to Baraboo)

Reports To: President, New Life Physical Therapy

Position Type: Full-Time, In-Person

Position Summary:

Are you someone who loves making things run smoothly, takes pride in achieving meaningful goals, and thrives when following a well-defined process? Do you enjoy seeing the results of your work — not just in tasks completed, but in the growth and success of a team you help support?

We are seeking a focused, structured, and internally motivated individual to serve as our Patient Services & Operations Coordinator. This is a dynamic role for someone who enjoys building and following systems, supporting a collaborative team, and handling details with care — all while contributing to an organization that values continuous improvement, personal ownership, and people-first care.

Key Responsibilities:

Patient Services Leadership

• Train in and be able to perform all patient services front desk duties
• Provide backup coverage during staff PTO or high-volume periods
• Conduct weekly check-ins and monthly 1:1s with front desk team
• Develop and maintain cheat sheets, key performance indicators, workflows, and team process and procedure manuals
• Prepare agendas and notes for monthly team meetings
• Lead or support annual review preparation for concierge team
• Oversee schedule density reviews and support optimization
• Assist with provider schedule filling and team scheduling

Marketing & Communications

• Support marketing efforts including:
  • MD letter mailings
  • Weekly patient newsletter templates
  • Facebook post scheduling
  • Google My Business updates
• Manage clinic signage, graduation wall photos, posters, and materials

Administrative & Office Operations

• Update labor law posters, clinic licenses, and other compliance documents
• Sort and distribute mail in Portage
• Assist with facility and supply needs
• Perform backup insurance verification when needed

Executive Support

• Provide direct support to the President on administrative and high-level projects
• Assist with HR tasks such as spreadsheet reviews, document organization, and follow-up
• Help prioritize and manage executive-level communications and initiatives

Required Qualifications:

• Proven track record of organization and time management
• Excellent written and verbal communication skills
• Tech-proficient: Excel, Word, Outlook, social media platforms, and willing to learn new systems (e.g., electronic medical records, patient management software)
• Comfortable handling confidential material with discretion
• Self-motivated and able to work independently with minimal supervision
• Professional, friendly demeanor and ability to work collaboratively with multiple team members

Preferred Experience:

• Prior experience in healthcare, front desk operations, office management, or marketing support
• Familiarity with HR support or executive assistant responsibilities

Job & Wage Info:

• 40 hours/week, hourly non-exempt employee
• Eligible for benefits including health care allowance, paid time off, 401k up to 4% match, professional growth and development support
• Starting payscale $22–$26/hour based on experience