Overview
Full-time Patient Care Coordinator Jobs in Fairfax at Zia Physiotherapy LLC
Zia Performance + Physiotherapy is growing and we’re looking for a Patient Care Coordinator who owns the front desk, patient experience, and first impressions of the clinic.
This is not just a scheduling role. The Patient Care Coordinator is the face of the clinic, the first point of contact, and the person responsible for making sure every patient feels taken care of from the moment they reach out.
If you are organized, people-oriented, and take pride in running a tight, welcoming front end, this role is for you.
This position requires 36 hours per week with the flexibility to increase to 40 hours per week: 11:30am-6:30pm Mondays, Wednesdays, Thursdays, and Fridays as well as 7am-3pm on Tuesdays.
About Us
Zia Performance + Physiotherapy is a pelvic health and orthopedic physical therapy clinic in Fairfax, VA. We believe in hour-long treatment sessions with a qualified physical therapist as well as a customized treatment approach.
Our patients have seen multiple other doctors and physical therapists before arriving at our speciality clinic. We are focused on providing the best possible care for our patients, with two full-time physical therapists as well as part-time clinic operations and marketing & community outreach managers on staff.
Position Overview
The Patient Care Coordinator owns all front desk operations, patient communication, and lead management. Success is measured by how smoothly the schedule runs, how effectively leads convert to visits, and how cared for patients feel at every touchpoint.
The Patient Care Coordinator is critical to the success of the clinic and directly impacts:
- First impressions
- Patient retention
- Schedule efficiency
- Overall clinic experience
This role is a key part of how the business operates and grows, not simply a front desk position.
Key Responsibilities
Front Desk & Daily Flow
- Manages the clinic schedule in real time: booking, rescheduling, and optimizing gaps
- Greets patients and creates a welcoming, professional clinic environment
- Keeps the front desk and shared spaces clean, organized, and fully stocked
- Ensures the clinic is always ready for the next patient
Patient Experience
- Serves as the primary point of contact for patients (phone, email, text, etc)
- Ensures every patient knows what to expect before their visit
- Follows up with patients as needed to maintain a high-touch experience
- Handles questions, concerns, and scheduling changes with confidence and clarity
Lead Management & Conversion
- Responds to new patient inquiries quickly and professionally
- Guides potential patients through booking their first visit
- Tracks leads and ensures no inquiry goes unanswered
- Supports conversion from inquiry → scheduled visit → completed visit
Administrative Execution
- Ensures all intake forms, consents, and payment methods are complete prior to visits
- Maintains clean and organized patient records and documents within the system
- Supports basic PtEverywhere workflows and documentation as needed
Clinic Care & Ownership
- Takes responsibility for the physical space, cleanliness, organization, and readiness
- Identifies what needs to be done and follows through without prompting
- Maintains a calm, professional, and high-standard environment
Qualifications
- Prior experience in a front desk, administrative, customer service, or healthcare setting strongly preferred
- Strong organizational skills with the ability to manage multiple tasks and priorities simultaneously
- Excellent communication skills (written and verbal) with a professional, confident tone
- High attention to detail with the ability to follow through on tasks fully and accurately
- Comfortable using scheduling systems, EMRs, and basic business software (or ability to learn quickly)
- Ability to work independently, take initiative, and solve problems without constant direction
- Reliable, punctual, and consistent in performance and communication
- Demonstrates professionalism in both patient interactions and clinic environment
To apply, please provide a resume and a cover letter that demonstrates you have visited the Zia Performance + Physiotherapy website: www.ziaphysio.com.
Job Type: Full-time
Pay: $19.00 – $20.00 per hour
Benefits:
- Paid time off
- Paid training
- Uniform allowance
Work Location: In person
Title: Full-time Patient Care Coordinator
Company: Zia Physiotherapy LLC
Location: Fairfax
