Team Lead - Medical Receptionist

Client Coordinator – Team Lead

Engage Therapy \& Wellness

Location: On\-Site at our Liverpool office.

Engage Therapy \& Wellness is growing! We're seeking a highly organized and motivated Client Coordinator – Team Lead to oversee the day\-to\-day front office operations, manage insurance verifications and authorizations, and support our marketing and referral outreach efforts. This leadership role plays a key part in ensuring seamless administrative functions and a high\-quality experience for our patients and providers—both in person and through coordination with virtual administrative support.

As a multidisciplinary clinic specializing in physical, occupational, and speech therapy for individuals with neurological conditions—particularly Parkinson’s Disease—we are deeply committed to compassionate, patient\-centered care. The ideal candidate is detail\-oriented, proactive, and passionate about creating exceptional patient and team experiences.

This position is perfect for someone who thrives in a dynamic, collaborative healthcare setting and enjoys being both hands\-on and strategic. The Client Coordinator – Team Lead will serve as the communication hub between patients, providers, the admin team, and remote (virtual) assistants—ensuring efficiency, clarity, and smooth daily operations.

Key Responsibilities

Patient Experience \& Front Office Coordination

• Serve as the first point of contact for patients—greeting visitors, answering calls, and creating a warm, professional front\-desk environment.
• Schedule patient appointments, coordinating availability between patients, providers, and support staff (including virtual assistants when applicable).
• Verify insurance coverage, secure authorizations, and clearly communicate financial responsibilities to patients.
• Collect and track copayments; maintain accurate, up\-to\-date payment and patient records in our electronic health system.
• Support remote administrative assistants in accessing necessary patient data or completing delegated tasks.

Administrative Operations \& Communication

• Ensure front office operations run smoothly, accurately, and in line with clinic policies.
• Manage shared communication platforms and digital worksheets to streamline updates between in\-person staff, providers, and virtual team members.
• Coordinate office task coverage —including virtual assistant task assignments as needed.
• Maintain strong internal communication, promoting consistency across the administrative and clinical teams.

Marketing \& Referral Development

• Collaborate with providers and the leadership team to support referral growth and marketing efforts.
• Assist with outreach to local healthcare professionals, manage referral source tracking, and distribute clinic materials.
• Coordinate with virtual assistants for marketing support tasks (e.g., follow\-up emails, referral tracking, or CRM updates).
• Represent the clinic professionally and positively when interacting with referral sources and community partners.

Virtual Team Guidance \& Support

• Provide direction and oversight to virtual administrative assistants, ensuring clarity of roles and responsibilities.
• Act as the primary liaison between the in\-person team and virtual staff to ensure alignment, productivity, and accountability.
• Offer training or onboarding support to new virtual assistants as needed, in coordination with leadership.

Continuous Improvement \& Leadership

• Identify opportunities to improve workflows, increase patient satisfaction, and boost operational efficiency.
• Bring a problem\-solving mindset and take initiative in daily challenges.
• Support a culture of collaboration, accountability, and positivity among both in\-person and virtual team members.

Qualifications \& Skills

• Minimum 1 year of experience in a healthcare or administrative role (client\-facing or operations\-focused).
• Strong organizational and time\-management skills, with high attention to detail.
• Excellent written and verbal communication skills, including professional phone/email etiquette.
• Comfortable using electronic health records (EHR), scheduling systems, and collaboration tools.
• Experience coordinating with remote or virtual assistants is a plus.
• Marketing or outreach experience is a plus.
• Adaptable, flexible, and comfortable leading within a fast\-paced clinical environment.

Why Join Engage Therapy \& Wellness?

We are more than a clinic—we are a supportive, purpose\-driven team helping individuals live fuller, more functional lives. You’ll be at the heart of our operations, helping patients feel cared for from their very first phone call while building efficient, scalable systems that allow us to grow our impact—locally and beyond.

Job Type: Full\-time

Pay: $19\.00 \- $23\.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Free parking
• Health insurance
• Paid time off

Work Location: In person