Front Office Coordinator

About Us
We are a Tulsa-based physical therapy clinic dedicated entirely to women's health and pelvic floor therapy. Our practice is built around thoughtful, one-on-one care and a welcoming, supportive environment. Many of our patients come to us during vulnerable or unfamiliar seasons of life, and we believe kindness, clarity, and organization make a meaningful difference in their experience.

Position Summary
We are seeking a Front Office Coordinator to serve as the welcoming face and organizational anchor of our clinic. This role is ideal for someone who is warm, dependable, and detail-oriented, and who enjoys helping people feel comfortable and supported.

You will handle front desk and administrative responsibilities such as scheduling patients, answering phones, and assisting with patient questions. Experience in a medical or therapy setting is helpful, but not required — we are happy to train the right person.

Responsibilities

• Greet patients warmly and create a positive first impression
• Schedule and manage patient appointments proactively
• Answer phones and respond to patient questions in a kind, professional manner
• Call patients to book and confirm appointments daily and proactively
• Engage patients by phone with professionalism and enthusiasm, setting the tone for a great care experience
• Demonstrate a genuine commitment to patient satisfaction and high-quality service
• Verify patient insurance benefits and document on patients charts in WebPT (EMR system)
• Take ownership of front office systems and proactively identify ways to improve workflow and patient experience
• Communicate effectively with therapists to support smooth scheduling and operations
• Support daily clinic operations by keeping schedules, paperwork, and front desk processes organized
• Assist owners and physical therapists with capturing photos and videos for social media and marketing efforts
• Assist with laundry, stocking treatment rooms, and helping maintain a clean, organized environment
• Order office and clinic supplies as needed
• Demonstrate a team-first attitude and willingness to help wherever needed
• Maintain patient confidentiality and professionalism

Qualifications

• Friendly, welcoming, and professional demeanor
• Positive, team-first attitude
• Organized, dependable, detail-oriented, and solutions-focused
• Strong ability to communicate with patients by phone
• Comfortable using computers and learning new software
• Demonstrated initiative and interest in growing with the clinic is a plus
• Experience in a medical or therapy front office setting is a plus
• Experience with healthcare EMR systems is a plus (WebPT experience strongly preferred)
• Experience with insurance billing or claims is a plus

What We Offer

• A calm, welcoming clinic environment focused on meaningful patient relationships
• A supportive, team-oriented culture that values kindness, communication, and professionalism
• A relationship-driven practice — not a high-turnover PT clinic
• Training and support to help you grow in your role and build new skills over time
• Opportunities for increased responsibility and career growth as the practice expands
• The chance to help shape the day-to-day operations and culture of a growing therapy practice

Benefits:

• Paid time off
• Parental leave

Work Location: In person