Patient experience & operations coordinator

We're a staffing agency hiring for a cash-pay sports medicine and athlete recovery clinic in Dallas, Texas. We provide personalized chiropractic care, rehabilitation, strength and conditioning, stretch therapy, massage, and other recovery services.

Our approach is relationship-driven. We believe in delivering an exceptional athlete experience through empathy, accountability, clear communication, and personalized care.

We are looking for a highly organized, proactive, and commercially minded Patient Experience & Operations Coordinator who can manage multiple priorities simultaneously, support patient retention and booking conversion, and help keep our daily operations running smoothly.

The ideal candidate combines the coordination and problem-solving abilities of an experienced travel consultant, the patient-service skills of a healthcare administrator, the commercial mindset of a sales professional, and the digital confidence of an experienced remote worker.

The Patient Experience & Operations Coordinator is responsible for front-desk support, patient communication, appointment coordination, enquiry follow-up, administrative accuracy and selected social media and digital operations.

This is a hands-on, execution-focused position for someone who enjoys managing multiple moving parts, anticipating what needs attention, solving problems and ensuring that tasks are completed without constant supervision.

The successful candidate will be comfortable working across several digital platforms, communicating professionally with US-based patients and colleagues, and balancing patient service with commercial outcomes such as bookings, retention and reactivation.

Key responsibilities

• Patient experience and front-desk operations
• Appointment coordination and scheduling
• Sales, enquiry conversion and patient retention
• Healthcare administration and recordkeeping
• Social media and digital engagement
• Technology and digital systems
• Task management and operational accountability

Required qualifications and experience

Candidates must demonstrate:

• Previous experience working remotely with a US-based employer, customer base or client team.
• Experience in a hospital, healthcare facility, medical practice or another patient-facing healthcare administration environment.
• Strong organizational skills and the ability to manage multiple simultaneous tasks, changing priorities and competing deadlines.
• Excellent written and spoken English, with professional telephone and customer-service skills.
• A sales-oriented mindset, with experience in lead follow-up, booking conversion, customer retention, reservations or service recommendations.
• Strong attention to detail and a demonstrated record of completing tasks reliably.
• Confidence working with digital platforms and learning new software.
• The ability to work independently, exercise sound judgment and escalate issues appropriately.
• A professional, empathetic and solutions-oriented approach to customer and patient interactions.
• Reliable internet connectivity and a suitable remote-working environment.
• Availability during the agreed working hours aligned with the Dallas clinic's schedule.

Preferred qualifications and experience

The following will strengthen a candidate's application:

• Previous experience as a travel consultant, travel agent, corporate travel coordinator, reservations consultant or booking coordinator.
• Experience in hospital admissions, patient access, medical reception, patient coordination or healthcare customer service.
• Previous experience supporting a US healthcare practice or other appointment-based US business remotely.
• Professional experience using Slack and Notion.
• Experience using Jane or another healthcare practice-management system.
• Experience with CRM systems, task databases, operational trackers or structured follow-up pipelines.
• Experience scheduling business social media content for Instagram, LinkedIn or similar platforms.
• Basic Canva design, short-form video editing or content repurposing skills.
• Familiarity with Google Workspace, spreadsheets and basic operational reporting.
• Exposure to AI productivity tools, automation platforms or digital process improvement.

Personal attributes

The successful candidate will be:

• Highly organized: Able to keep track of numerous open tasks without relying on memory alone.
• Proactive: Notices what needs attention and takes action within their authority.
• Commercially minded: Understands the importance of bookings, conversion, retention and revenue.
• Service-oriented: Genuinely enjoys helping people and delivering a positive patient experience.
• Calm under pressure: Can handle interruptions, urgent requests and changing priorities without losing control of other responsibilities.
• Accountable: Takes ownership of assigned tasks, communicates issues early and follows through to completion.
• Technologically confident: Comfortable learning new systems and using digital tools to work efficiently.
• Professional and discreet: Handles sensitive information and difficult conversations appropriately.
• Adaptable: Willing to work across patient service, administration, scheduling and basic digital marketing support.

Performance expectations

Performance will be assessed against agreed, measurable targets, including:

• Reliability of assigned front-desk coverage.
• Timeliness and quality of patient and prospective-patient communication.
• Enquiry follow-up and booking conversion.
• Completion of cancellation, rescheduling, retention and reactivation tasks.
• Accuracy of appointment records and administrative documentation.
• Completion of assigned tasks and daily reporting within agreed deadlines.
• Quality and consistency of social media publishing and enquiry handling.
• Appropriate use of Slack, Notion and other operational systems.
• Ability to resolve routine issues independently and escalate exceptions appropriately.
• Contribution to improving workflow reliability and the overall patient experience.

What success looks like

The successful candidate ensures that patients receive timely and thoughtful service, enquiries are followed through to booking or a documented outcome, cancellations and follow-ups are managed proactively, records remain accurate, and routine tasks are completed without constant management intervention.

They help maintain an organized, responsive and commercially effective front desk while supporting selected social media activities and using technology to improve operational efficiency.

Above all, we are looking for someone who takes ownership, manages competing priorities intelligently, communicates clearly and consistently closes the loop.