Administrative Assistant

MODERN MOVEMENT CLINICLakewood/Golden & Centennial/Highlands Ranch, COClient Success CoordinatorPart-Time | In-Person/Hybrid | 10–12 hrs/week to start, with growth potentialAbout Modern Movement ClinicModern Movement Clinic is a cash-based physical therapy and chiropractic practice built on a simple belief: movement is medicine. We specialize in biomechanics, sports rehabilitation, and performance — helping active adults, runners, and youth athletes go from pain to performance without unnecessary referrals or delays.We're a small, high-touch practice with two locations in the Denver metro area. We're growing fast, and we're looking for a motivated, detail-oriented person to be the face and operational backbone of our clinic. This isn't a sit-back-and-answer-phones role — it's an opportunity to grow with a practice that's scaling intentionally.The RoleAs our Client Success Coordinator, you'll be the first and last impression patients have when they walk through our doors. You'll keep operations running smoothly, support our clinical team, and help ensure every patient feels taken care of — from their first call to their final visit.This role starts at 10–12 hours per week and is expected to grow significantly as we expand into a larger facility with a recovery room launching mid-2026.ResponsibilitiesPatient Experience & Front DeskGreet patients warmly, manage check-in and checkoutAnswer all calls within 2 rings; return messages by end of daySend new patient welcome texts within 24 hours of bookingSend follow-up texts after first evaluations to reinforce connectionManage patient milestones — recognize birthdays, race completions, and life eventsScheduling & RetentionManage all scheduling and rescheduling in Jane AppFill cancellations using the Jane waitlist and proactive outreachReach out to current and past patients who are off the schedule to drive reactivationPull lapsed patient lists monthly and conduct reactivation outreachCRM & Lead Management (Trust Driven Care)Add new leads into Trust Driven Care in the appropriate pipelineManage pipelines daily and move patients through stages after package purchasesKeep drip/trigger campaigns current and organizedFollow up with leads immediately or within the hour; aim to set discovery calls same day or next dayMaintain Lead Tracker aligned with CRM pipelinesBilling & PackagesCollect payments at time of service and ensure packages and memberships are currentApply and track cancellation fees per clinic SOP (under 24-hour cancellations)Send superbill tutorials to patients who request themKeep billing records organized in Jane AppRecovery Room Operations (Launching Mid-2026)Orient new recovery room members to NormaTec compression, red light therapy, massage chair, and Hyperice equipmentManage recovery room session bookings and walk-in flowUpsell single-session clients into monthly membershipsTrack membership renewals and billingCommunications & Marketing SupportManage clinic email inbox; forward priority items to the clinical teamCoordinate weekly newsletter distribution (Friday sends)Support outreach to youth athletic programs and school partnership coordinationAssist with social media scheduling and community engagement as neededOperations & InventoryMonitor and order supplies on a biweekly basisKeep clinic organized, stocked, and running smoothlySupport onboarding of new associate providers as the team growsWhat We’re Looking ForWe want someone hungry and coachable — someone who takes ownership, communicates proactively, and genuinely cares about the people walking through our doors. You don't need a clinical background, but you do need to be reliable, personable, and detail-oriented.RequiredStrong interpersonal and communication skills — warm, professional, and clearProficiency in Microsoft Office (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Gmail, Calendar)Ability to learn new software quickly — experience with Jane App or similar practice management software is a plusExceptional organizational skills and ability to manage multiple prioritiesProactive communicator who doesn't go silent — you flag issues early and follow throughReliable, punctual, and able to work independently with minimal supervisionPreferredExperience in a healthcare, wellness, or fitness environmentFamiliarity with CRM tools or patient communication platformsInterest in sports, fitness, or physical performance — you get our patientsExperience with scheduling platforms, billing, or front desk operationsPerformance ExpectationsWe believe in clear expectations. Here’s what success looks like in this role:All calls answered within 2 rings; all messages responded to by end of businessAfter-hours messages answered first thing the following morningNew leads followed up with within the hour — same or next day call bookedSchedule kept full; cancellations filled proactively via waitlistAll patients checked out on the schedule weeklyReactivation outreach completed monthly for lapsed patientsWhat We OfferCompetitive hourly pay based on experienceA chance to grow with a practice on a clear expansion trajectoryA collaborative, performance-driven team cultureAccess to recovery room services for your own wellnessReal responsibility and direct impact on clinic growth from day oneHow to ApplyTo apply, submit your resume along with a video application — 2 to 5 minutes, shot on your phone, no production required. We want to see the real you, not a polished performance.Your video should answer two things:What is it about you — your background, your personality, your experience — that makes you a great fit for this role?We are a cash-based clinic, meaning we don’t directly take insurance. A patient calls and asks if they can use their insurance at our clinic. How do you handle that conversation?The second question has no perfect script. We’re not looking for the right answer — we’re looking for warmth, honesty, creativity, and the ability to have a real conversation with someone who might be frustrated or confused. That’s the job.Upload your video to YouTube (unlisted is fine) or Google Drive and include the link with your application. Applications without a video will not be reviewed. Bonus points if you get this far and bring a pen into the video at some point (maybe it's a mustache or a magic wand?).modernmovementclinic.com