This Isn’t Just a Front Desk Job; It’s a Role That Shapes the Entire Patient Experience

Whether someone is calling for the first time or walking in after weeks of pain, you are the person who helps them feel understood, supported, and hopeful.

At WAVE Physical Therapy & Pilates, Cincinnati, Ohio, that presence could be yours.

We’re hiring a Patient Care Coordinator who brings warmth, clarity, and confidence to every interaction. 

Someone who knows how to create calm in a busy environment, guide people through the next steps, and convert an interested caller into an energized new patient.

This position matters because the work you do changes lives long before a patient ever sees a clinician.

Why This Role Matters

You are the first impression, and often, the lasting one.

From the first phone call to the final check-out, you help patients move from uncertainty to clarity. You explain what to expect, answer questions with kindness, and keep the schedule running smoothly so every person feels supported throughout their healing journey.

As our clinic grows, we need someone who excels at communication, thrives in a fast-paced environment, and genuinely enjoys helping people take their next step toward better health.

What You’ll Do

New Patient Conversions & Scheduling

• Convert inquiries and referrals into scheduled evaluations
• Follow up promptly with potential clients by phone and email
• Build and maintain a strong schedule that supports full plan-of-care completion

Insurance Verification & Financial Coordination

• Verify benefits and obtain authorizations
• Explain copays, deductibles, and coverage with clarity and professionalism
• Collect payments at check-in and check-out

Case Management & Data Accuracy

• Maintain accurate patient records in Google Workspace and the EMR
• Keep documentation organized, complete, and timely
• Communicate with physicians, case managers, and wellness providers

Front Office Operations

• Create a calm, welcoming front desk experience
• Coordinate with PTs, mental health providers, and Pilates instructors
• Follow up with patients to reduce cancellations and improve compliance

You’re a Great Fit If You:

• Have 1 to 2 years of front desk, PCC, or healthcare admin experience
• Bring prior sales experience (phone-based sales strongly preferred)
• Communicate with warmth, empathy, and confidence
• Are comfortable with insurance verification, scheduling, and busy workflow
• Enjoy problem-solving and keeping clinic operations organized
• Are coachable, self-motivated, and energized by helping people
• Are familiar with Google Workspace

What’s In It for You

• Compensation: $42,000 to $45,000 per year
• 401(k) and 401(k) match
• Health insurance
• Paid time off
• Bonus based on performance
• Employee discounts
• Training and development
• Opportunity for advancement
• Wellness resources
• Company events and team culture

Why You’ll Love Working at WAVE Physical Therapy & Pilates

At WAVE, we don’t believe in rushed or transactional healthcare. We believe in whole-person wellness, meaningful conversations, and care that begins long before a patient steps into a treatment room.

As the Patient Care Coordinator, you help someone shift from fear or frustration into hope and action. Every conversation matters, and your role is central to the healing journey.

You’ll work closely with physical therapists, mental health clinicians, Pilates instructors, and wellness professionals who collaborate deeply and value your voice. Your ideas matter. Your role matters. And you’ll be part of a mission-driven, uplifting team that wants you to grow.

You’ll develop strong communication skills, learn to build trust quickly, understand clinical language, and master the art of leading someone toward care. These skills open doors to future roles in patient experience, sales, and operations.

If you want a position that feels meaningful, supportive, and deeply connected to helping people, this is that job.

What Our Team Says

“Working here has been the most meaningful job I’ve ever had. I get to be part of a team that truly cares about people, not just their injuries but their whole lives. Every day I see how much we impact someone’s confidence, their movement, and even their mindset.

What I love most is that my role actually matters. I’m encouraged to bring ideas, try new things, and grow in ways I didn’t expect. I’ve learned so much about communication, patient care, and the healing process just by being surrounded by such passionate providers.

It feels good to come to work knowing I’m helping someone take their first step toward feeling better.”

The Right Career is at The Tip of Your Fingers

We are actively interviewing and hiring with a start date of January 5th.

Let’s build something meaningful together.