Patient Experience Coordinator

• Serve as primary contact for current and prospective patients
• Manage calls, voicemails, emails, texts and other communication channels
• Provide professional, empathetic responses and explain services, pricing, availability and booking procedures
• Schedule, reschedule, confirm and follow up on appointments using Jane or designated practice-management software
• Monitor schedule changes and fill available appointment slots
• Follow up with cancellations, missed appointments, inactive patients and incomplete bookings
• Support booking conversion, patient retention, reactivation, revenue and utilization objectives
• Maintain accurate patient records, appointment information, administrative notes and communication records
• Handle confidential information and follow privacy and security requirements
• Support payment and billing follow-ups within approved procedures
• Assist with Instagram and LinkedIn management, content scheduling, publishing, comments, direct messages and enquiries
• Create or adapt captions, Canva graphics and short-form video edits; repurpose approved content
• Monitor engagement and enquiry metrics and report observations to the General Manager
• Use Slack, Notion, Jane, Google Workspace and Canva for daily operations
• Troubleshoot routine technical and workflow issues and escalate appropriately
• Manage concurrent tasks, maintain statuses, follow SOPs and provide end-of-day updates
• Identify recurring problems and suggest process improvements
• Work independently while communicating with the General Manager and wider team

• 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 ability to manage simultaneous tasks, changing priorities and competing deadlines
• Excellent written and spoken English
• Professional telephone and customer-service skills
• Sales-oriented mindset with experience in lead follow-up, booking conversion, customer retention, reservations or service recommendations
• Strong attention to detail and reliable task completion record
• Confidence working with digital platforms and learning new software
• Ability to work independently, exercise sound judgment and escalate issues appropriately
• Professional, empathetic and solutions-oriented approach
• Reliable internet connectivity and suitable remote-working environment
• Availability during agreed hours aligned with the Dallas clinic's schedule
• Must be able to receive payments via Wise; eligibility limited to candidates whose country/bank location is supported by Wise
• Preferred: travel consultancy, healthcare customer service, US healthcare practice support, Slack, Notion, Jane or similar practice-management software, CRM systems, social media scheduling, Canva, short-form video editing, Google Workspace, spreadsheets, operational reporting, AI productivity tools or automation

• 100% remote
• $50 birthday bonus
• $200 testimonial bonus
• No tracker
• Training on The Sports Pod's systems, procedures, services and communication standards