• Front Desk Receptionist and the Patient Care Coordinator

    Posted: 11/09/2022

    Join the Health in Balance team!



    We are looking for a positive, upbeat, hard working, team member who aligns with our purpose to see many people healed and well!   If you are an outgoing, positive, people-person with strong organization skills and self-motivation, who loves to play games with rewards for reaching production goals and enjoys bringing “fun” to the work environment then this  job is for you!


    Excellent communication and customer service skills with the ability to project concern, empathy and compassion both in person and by telephone is a MUST for this position, as this is an upbeat work environment which requires an individual who can demonstrate amazing multitask abilities (workplace kung-fu) during a variety of day-to-day, face-to-face customer encounters. 


    Why work at this company?

    You will have the opportunity to make a difference in many peoples’ lives and be part of an on-purpose, upbeat team in a tropical setting overlooking the pacific ocean a block from the beach! 


    Team Vision Statement: 

    Our vision is to see as many people restored to a vibrant, flourishing life as possible. We want to continue to thrive as a practice as we help thousands of people regain their health. As a team that loves what we do and honors one another, we get to see people’s lives change and have fun doing it. We all know we are making a difference. It is an honor and calling to be a part of this team.  


    Hiring Company Description:

    Health in Balance's mission is to help individuals who suffer from structural, nutritional, emotion and electromagnetic stress in a natural way. Since 1987, Health in Balance has helped achieve phenomenal success with some of the most difficult cases. We are a leader in chiropractic and natural medicine.
    Job Description:
    This position will be a dual role operating as both the Front Desk Receptionist and the Patient Care Coordinator. The job responsibilities are outlined below. 

    Front Desk Receptionist Position: 
    As the front desk receptionist, you are the hub of the flow in the office. You are the first person to welcome patients and oversee all patient communication. You handle the schedule and act as the patient accountability partner to stay on their recommended plan of care. Your responsibilities are as follows:

    • Greets Patients in a Friendly and Professional Manner with Eye Contact
    • Checks Patients In and ensures patient fills out appropriate paperwork
    • Gives Chiropractic Patients Their Travel Cards
    • Ensures Proper Routing of  Patients onto Service Lines
    • Answers Phones
    • Answers Callers' Questions and Takes Messages for all Staff
    • Converts Inquiry Calls into Appointments for New Patients
    • Schedules New Patient Appointments and Enters Patient Contact & Insurance Information into our EHR  System
    • Collect patient demographics and additional information for billing; Routinely update patient contact and billing info
    • Have Patients "Opt In" to Receive Appointment Reminders, etc via Texts and Emails and Phone calls
    • Calls Patients with Incomplete Treatments & Missed Appointments and Re-schedules them
    • Reconfirms Patient Appointments
    • Oversee patient Plan of care treatment and visit #
    • Makes sure appointments are Correctly Scheduled for the Appropriate Service(s)
    • Calls out daily to past patients to fill schedule
    • Prepare daily schedules and appointment verifications.
    • Maintains a full schedule for the practice
    • Handles Patient Cancellations and Dropouts
    • Creates, Maintains and Files Patient Charts
    • Displays Promotion in Reception Area
    • Collects any Payments Owed
    • Performs End of Day Reports & Close-Outs; Prepares Deposits
    • Handles all Medical Records Required & Routes to Medical Records/ MA
    • Establishes, Maintains & Operates all Practice Communication Systems
    • Performs Photocopying
    • Enforces Swift Handling of Practice Communications
    • Handles all Communications Into and Out of the Practice Including all Outside Pick-Ups/ Deliveries
    • Sends and Receives Faxes and Ensures Dr's Get their Faxes & Emails Directly Routed to Them
    • Greet and assist patients with scheduled appointments,
    • Collect patient demographics and additional information for billing;
    • Assist new patients with completion of forms.
    • Prepare daily schedules and appointment verifications.
    • Establish and maintain patient billing information in the computer database and record treatment information.
    • Maintain cleanliness of the exam rooms, adjusting rooms, bathroom, and reception area.
    Care Coordinator Position
    Your purpose in the care coordinator position is to help every new patient confront their real health conditions.  To help them set short and long term health goals and keep the commitments that it will take to reach these.  Finally to overcome the two main obstacles to most patients' health care, which is time and money.  As a case manager you are the person that works hand in hand with the doctor to manage a patient’s case.  It will be your responsibility to:
    You will develop a very close relationship with patients and must have incredible communication skills. You will follow patients along their journey to wellness by checking in with them on a regular basis, during their progress checks and any other times the  patient may have questions about their plan of care and road to completion of treatment plan and continued maintenance and wellness. The next section will help you develop the skills you need to fulfill your potential and purpose.  
    • Give a patient an office tour 
    • Get a very special case history 
    • Provide education to the patient on our approach and chiropractic care
    • Take vitals and enter notes during the doctor’s exam (when applicable)
    • Present the XRay to the patient
    • Prepare financials for the plan of care
    • Close patients on finances
    • Review office policies with patients
    • Check in with patients throughout their plan of care and at Re-exams
    • Walk patients through the process of completing a plan of care and beginning the next phase of care
    • Help with scheduling and reactivation
    • Regularly send personal communication (mail, e-mail, phone calls) to patients to ensure patient satisfaction with previous services & products
    • Promotes services and products appropriate for each patient
    Necessary Technical Skills:
    • Excel
    • Google
    • Familiar with EMR software

    Position Type: Full time: MWF 6:40 am-3:30pm TTH 10:30am-7pm (Hours are subject to change as our practice and hours expand in the coming months. 
    Position Pay: $16 - $18/hr depending on experience level plus commission and bonus structure.
    Valuable Final Product:
    Your valuable final product defines what you are producing in your role. This position has the following valuable final products:
    Front Desk Receptionist: Patients Who Keep Their Appointments, Patients Who are Swiftly & Properly Routed for Their Services, Communications Easily Accepted and Swiftly Delivered, & A full schedule
    Case Manager: A well-educated patient who commits to the doctors recommended treatment plan and has an approved financial agreement.
    How to Apply:
    Email morea@healthinbalance.com with the subject as follows: "Applying for Front Desk/Care Coordinator Position." In the email please include your resume and a brief description of why you would be perfect for this job.  ALSO (VERY IMPORTANT): Add in your email reply: “Kung-Fu master found” so that we know you read the whole job posting.