Patient Experience Support Care Advocate

Part time, Monday through Thursday, 19 to 20 hours per week with opportunity for more. Our hours are currently:

About the Role
We're looking for a dedicated and compassionate team member to serve as a Patient Experience Support Care Advocate (CA). This role is critical in executing day-to-day operational elements that create exceptional patient experiences throughout the care journey. You'll serve as the frontline support for patient interactions, care plan adherence, new patient integration, and administrative excellence, ensuring seamless patient experiences while maintaining operational efficiency and supporting the overall patient experience strategy.

Key Responsibilities:In-Office Patient Experience Excellence

• Execute exceptional patient experience protocols at every touchpoint, creating welcoming, professional, and caring interactions that serve as the primary face of the practice
• Greet and welcome all patients with warmth, professionalism, and genuine care
• Monitor patient satisfaction through direct observation and informal feedback collection
• Provide immediate support and resolution for patient concerns or questions
• Maintain professional appearance and demeanor that reflects practice values
• Assist patients with forms, directions, and general practice information
• Create positive first and lasting impressions for all patient interactions

Care Plan Compliance & Support

• Support patient adherence to prescribed care plans through proactive communication, education reinforcement, and accountability follow-up
• Conduct patient check-ins regarding care progress and adherence
• Send appointment reminders and follow-up communications as scheduled
• Track patient attendance and identify compliance concerns for escalation
• Provide patients with educational materials and compliance resources
• Coordinate with clinical team regarding patient progress and barriers
• Support patients in overcoming scheduling and logistical barriers to care

New Patient Coordination & Follow Up

• Coordinate new patient experience from initial inquiry through care plan commitment, maintaining a healthy consultation to conversion rate
• Execute new patient welcome protocols and onboarding procedures
• Coordinate new patient appointment scheduling and confirmation
• Conduct systematic follow-up calls with new patients post-consultation
• Address new patient questions and concerns with empathy and expertise
• Track new patient progression through care journey and escalate concerns
• Support conversion efforts through authentic patient education and care

Financial ROFs (Report of Findings) Support

• Support financial consultation process by preparing patients for care plan discussions, coordinating ROF appointments, and providing administrative assistance during presentations
• Prepare patients for financial consultations through pre-ROF communication
• Coordinate ROF appointment scheduling and confirmation
• Process financial agreements and payment arrangements
• Follow up with patients regarding financial questions or concerns
• Support patients in understanding the benefits of direct pay vs insurance and payment options available

Patient Scheduling Excellence

• Manage patient appointment scheduling with excellence, optimizing clinical team schedules while accommodating patient preferences and complex scheduling needs
• Handle appointment changes, cancellations, and rescheduling requests
• Coordinate complex scheduling needs and special appointment requirements
• Maintain accurate scheduling records and update patient information
• Monitor schedule gaps and proactively fill appointment openings
• Support last-minute appointment availability

Office Support & Administrative Excellence

• Provide essential administrative and operational support that maintains a professional, organized, and efficient practice environment
• Maintain organized and professional front office, reception, connection area, adjusting rooms, report rooms, scan rooms, break area, play areas, recording room, and storage rooms
• Support inventory management and office supply coordination
• Assist with patient communication including phone calls, emails, and messaging
• Provide backup support for various administrative functions as needed
• Support special projects, events and practice growth initiatives

Workshop & Community Connection Event Support

• Support community workshops and events through logistics coordination, patient communication, and follow-up activities
• Collaborate with the Workshops & Community Connections Leads to coordinate logistics for community workshops, summits, and education events
• Assist with event setup, registration, attendee check-in, and material distribution
• Support event marketing efforts through patient communication and invitation distribution
• Process new inquiries and appointments generated from community events and workshops

Key Qualities & Skills:

• Naturally hospitable, calm under pressure, and energized by people
• Exceptional interpersonal and communication skills with ability to create positive patient experiences across all touchpoints
• Confident communicator with a heart for serving families navigating health challenges
• Detail-oriented with high level of accuracy in patient interactions and administrative tasks
• Tech-comfortable and systems-minded, able to learn and use practice management software effectively
• Proactive problem-solving skills to anticipate patient needs and administrative requirements
• Customer-first mindset with commitment to helping patients succeed in their healing journey
• Strong organizational skills to manage complex scheduling and coordinate multiple functions seamlessly
• Ability to multitask effectively during extended periods of standing, interaction, and fast-paced work
• Able to confidently explain the importance of scans, rhythm, and progress throughout the care journey
• Empathy and expertise in addressing patient concerns with warmth and clarity
• Bilingual (Spanish / English) capabilities to serve diverse patient populations (preferred)
• Aligned with the mission of neurologically-focused pediatric chiropractic care

This role is critical in ensuring patients receive exceptional care experiences that drive optimal healing outcomes and practice excellence while supporting the seamless operation of all administrative functions.

Hours:

Pay starts at $18.00 per hour, with eligibility for a raise after 90 days.

• Monday & Wednesday 12:45pm-5:30pm
• Tuesday & Thursday 7:45am-12:30pm

Benefits:

• Complimentary chiropractic care for yourself
• Discounted chiropractic care for immediate family members including spouse and children
• Discounted supplements
• Healthcare stipend
• Paid holidays
• Paid vacation after 1 year of employment

Want to learn a little bit more about us? Keep reading!

What We Do:

At Body in Balance Chiropractic, we are transforming the health of kids and families for generations to come. Body in Balance is built with one thing in mind — family health and happiness. Led by Dr. Jessica Hudson, a Pediatric Chiropractic expert, the team at Body in Balance is truly the most heart-centered, caring, and experienced team in the world. The combination of educational, practice, and life experience is unlike anything else in health care.

Our team creates an incredible healing experience for the toughest cases such as autism, epilepsy, and special needs, as well as pediatric and family wellness care. We focus on providing both a first-class clinical experience and a first-class patient experience. Our neurologically-focused chiropractic care paired with a truly patient-centered approach provided by our entire team is what truly sets Body in Balance apart.

Job Type: Part-time

Pay: From $20.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Paid time off

Work Location: In person

Salary : $18 - $20