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Customer Service Coordinator

2 months ago

Amarillo, Texas, United States Lighthouse Chiropractic & Recovery Full time
Job Overview

Position: Customer Service Coordinator

Location: Lighthouse Chiropractic & Recovery

Employment Type: Full-Time/Part-Time

Are you a welcoming, detail-oriented, and organized professional with a dedication to assisting others? Join our expanding chiropractic practice as a Customer Service Coordinator. We are seeking an individual who can deliver outstanding client service, oversee daily office functions, provide administrative assistance, and enhance the overall positive environment of our clinic. As the initial point of contact for our clients, you will be essential in ensuring they enjoy a friendly and seamless experience from beginning to end.

Key Responsibilities:

  • Client Reception and Check-In:
    • Welcome Clients: Create a warm and professional first impression for all clients arriving at our office.
    • Update Client Information: Confirm and refresh client details, including contact and employment information.
    • Manage Check-In: Efficiently facilitate client check-in, gathering necessary documentation and informing them of expected wait times.
    • Prepare Client Files: Ensure all pertinent client documents are organized and ready for review prior to appointments.
    • Process Payments: Handle payment transactions during check-out and issue receipts.
  • Appointment Scheduling:
    • Coordinate Appointments: Effectively manage the appointment calendar, ensuring optimal scheduling to meet client needs and practitioner availability.
    • Confirm Appointments: Send reminders and confirm appointments with clients via phone, text, or email to minimize no-shows.
    • Handle Rescheduling: Manage appointment changes, including rescheduling and cancellations, while accommodating last-minute requests.
    • Monitor Daily Schedule: Track the daily appointment flow, making necessary adjustments to ensure minimal wait times and smooth operations.
    • Communicate with Clients and Staff: Keep clients informed of any changes to their appointments and coordinate with staff to ensure they are aware of the updated schedule.
  • Client Support and Communication:
    • Follow Up with Leads: Engage with and follow up on leads generated through various platforms, addressing inquiries and converting them into appointments.
    • Answer Phone Calls: Respond promptly and professionally to incoming calls, addressing client questions, scheduling appointments, and providing necessary information.
    • Manage Emails and Messages: Handle client emails and messages received through different channels, ensuring timely and accurate communication.
    • Send Appointment Reminders: Proactively send out reminders to clients encouraging them to reschedule missed appointments or book follow-up visits.
    • Maintain Supportive Communication: Ensure all interactions, whether through phone, email, or other platforms, are clear, supportive, and aligned with the office's commitment to client care.
  • Administrative Responsibilities:
    • Organize Reception Area: Maintain a tidy, welcoming reception area that is well-stocked with necessary materials, creating a professional environment.
    • Manage Billing Procedures: Oversee billing processes, handle payments, and follow up on past-due accounts, ensuring accurate financial records.
    • Assist with Record-Keeping: Organize and maintain client files, including updating records and ensuring confidentiality.
    • Monitor Office Supplies: Keep track of office supplies, placing orders as needed to ensure the office is well-equipped.
    • Support Daily Operations: Assist with various administrative tasks, such as data entry and preparing documents, contributing to efficient office management.
  • Compliance and Confidentiality:
    • Adhere to Regulations: Ensure all client information is handled in compliance with applicable regulations, maintaining strict confidentiality.
    • Protect Client Data: Safeguard sensitive client information by following established protocols for data storage and sharing.
    • Follow Office Protocols: Adhere to office procedures designed to ensure safety, efficiency, and compliance in daily operations.
    • Conduct Compliance Checks: Participate in routine audits to ensure all practices align with legal and regulatory standards.
    • Stay Informed: Keep updated on any changes in regulations and privacy laws, ensuring the office remains compliant.

Qualifications:

· High school diploma or equivalent; additional education or certifications in office administration or customer service is advantageous.

· Previous experience in a receptionist or customer service role, preferably in a healthcare environment.

· Excellent communication and interpersonal skills, with a strong emphasis on customer service.

· Proficient in using office software and systems, including scheduling tools and Microsoft Office Suite.

· Strong organizational skills with the ability to multitask and prioritize effectively.

· Positive attitude, reliable, and a team player willing to assist where needed.

· Ability to handle sensitive information with the utmost confidentiality.

Benefits:

· Competitive salary based on experience.

· Health and wellness benefits, including complimentary chiropractic care for you and discounted care for your immediate family.

· Opportunities for professional development and advancement within the practice.

· A supportive and friendly work environment with a focus on work-life balance.

If you're excited about the opportunity to join a dynamic and growing team, we encourage you to submit your resume and a brief cover letter explaining why you'd be a great fit for this role.

Lighthouse Chiropractic & Recovery is an equal-opportunity employer and welcomes applicants from diverse backgrounds to apply.