What are the responsibilities and job description for the Back Office and Patient Communication Coordinator position at Vital Life Chiropractic?
Job Summary
Do you love organization, communication, and being the person who keeps everything running smoothly? Vital Life Chiropractic is looking for a detail-driven, dependable, people-focused professional to become the backbone of our office operations. This role is the hub of communication and coordination- making sure patients are cared for, systems run cleanly, and nothing slips through the cracks. This is not a management position- but it is a high-responsibility role for someone who thrives on ownership, structure and excellence. What is this role really about? You will be the primary point of contact for:
Phones
Texts
Emails
Scheduling Coordination
Back Office Details
Financial Processing and Follow-Up
You will the the catch-all problem solver of the office ensuring communication, follow-through, and patient experience stay at a high standard.
You are not directing staff- you are supporting the entire flow of the practice.
Day to Day Responsibilities
- Patient Communication
- Answer and manage incoming phone calls
- Respond to text and emails promptly and professionally
- Follow up with leads and inactive patients
- Assist with special patient situations (financial, scheduling, care questions)
- Ensure that patients feel supported, heard, and guided
- Scheduling and Office Flow
- Schedule NP exams, ROF's and follow-ups
- Maintain clean and accurate schedules
- Assist with Day 3 flow and patient communication
- Monitor missed appointments and follow-up procedures
- Back Office and Administrative
- Run reports in ChiroTouch
- Enter transactions and manage patient accounts
- Handle failed cards, drafts, and account follow-ups
- Submit Medicaid and insurance (bi-weekly)
- Support accounts receivable
- Maintain accurate patient files
- Update missing plans and close inactive files correctly
- Office Operations
- Order office supplies and supplement inventory
- Track supplies and organization
- Assist with monthly superbills
- Help prepare reports for the doctor
- Support marketing follow-ups and patient communication
- HIPPA compliance
Who is this Position Perfect for?
You might be a great fit if you:
- Love organization and details
- Communicate confidently and professionally
- Enjoy helping people and solving problems
- Can multitask without getting overwhelmed
- Are dependable and consistent
- Take pride in doing things the right way
- Want stability and long-term growth
- Experience in chiropractic or medical offices is a big plus, but not required for the right person.
- Training will be provided
Compensation & Perks
- $20-25 per hour (based on experience)
- Bonus potential tied to office performance
- Paid training
- Supportive team-based environment
- Opportunity to grow long-term within the practice
About Vital Life Chiropractic
Since 2012 Vital Life Chiropractic has served the Black Hills community with one mission:
Help people live fully connected, healthy lives with as little intervention as possible.
We are a fast-paced, purpose-driven, family-oriented and committed to excellence in patient care and communication.
If you're the the of person who:
- Takes ownership
- Notices what others miss
- Keeps things running smoothly
- And genuinely cares about people
We want to meet you!
Apply by sending you email to:
vitallifeteam@gmail.com
Pay: $20.00 - $25.00 per hour
Benefits:
- On-the-job training
- Opportunities for advancement
- Paid orientation
- Paid training
- Wellness program
Work Location: In person
Salary : $20 - $25