Patient Operations - Southampton, NY

Patient Operations & Marketing Coordinator (Part-Time) · Company: The PT Spot P.C. · Location: Remote with occasional in-person support in the Hamptons (must live locally) · Hours: 5–10 hours per week to start, with opportunity for increased hours as the practice grows, including ...

Job description

Patient Operations & Marketing Coordinator (Part-Time)

Company: The PT Spot P.C.

Location: Remote with occasional in-person support in the Hamptons (must live locally)

Hours: 5–10 hours per week to start, with opportunity for increased hours as the practice grows, including potential transition into a full-time role as demand expands

Status: Independent Contractor

Compensation: Hourly rate competitive for Long Island + performance bonus per new patient evaluation scheduled (details discussed during interview)

About The PT Spot P.C.

The PT Spot P.C. is a high-end, concierge physical therapy practice serving clients in the Hamptons. The practice operates on a low-volume, high-touch model focused on exceptional patient experience, discretion, and efficiency. Our clients value professionalism, responsiveness, and seamless coordination.

Role Overview

We are seeking a reliable, organized Patient Operations & Marketing Coordinator to support scheduling, patient onboarding, out-of-network billing administration, and local marketing/networking efforts. This role is ideal for someone who lives in the Hamptons, understands the local community, and enjoys supporting a boutique healthcare business behind the scenes.

This is a part-time, execution-focused role. Clinical care, pricing, and treatment decisions remain the responsibility of the practice owner.

Core Responsibilities

1. Scheduling & New Patient Coordination (Top Priority)

2. Answer and return calls from prospective and current patients via the business phone line

3. Respond to new patient inquiries (phone, email, website, Instagram DMs)
4. Schedule evaluations and follow-up appointments
5. Maintain and manage the clinician's calendar, including travel buffers
6. Confirm appointments and manage reschedules or cancellations

7. Track new patient evaluations scheduled for performance bonus eligibility

8. New Patient Onboarding & Paperwork

9. Send new patient intake forms, consent forms, and required paperwork

10. Ensure paperwork is completed prior to the first visit
11. Upload and organize documentation within the EMR

12. Communicate clearly with patients to ensure a smooth onboarding experience

13. Out-of-Network Billing & Claims Support

14. Generate and send invoices and/or superbills once clinical notes are completed

15. Submit out-of-network insurance claims when applicable
16. Track claim and payment status (submitted, pending, paid)
17. Follow up on outstanding balances using approved scripts

18. Answer basic billing questions within defined guidelines

19. Marketing, Networking & Lead Generation

20. Support local marketing and networking efforts in the Hamptons

21. Build and maintain relationships with local referral partners (trainers, Pilates/yoga studios, wellness providers, concierge MDs, etc.)
22. Attend occasional in-person networking events or meetings on behalf of the practice
23. Send templated outreach emails or messages
24. Track referral sources and new leads
25. Support social media execution by scheduling approved content and responding to basic inquiries

Systems & Tools

• Cloud-based EMR
• Business phone system
• Google Calendar
• Email and Instagram
• Invoicing and payment platforms
• Simple CRM or lead-tracking spreadsheet

What This Role Does NOT Include

• Providing clinical care or advice
• Writing or editing clinical documentation
• Setting pricing or negotiating fees
• Developing marketing strategy or clinical content independently

Ideal Candidate

• Lives in the Hamptons and understands the local community
• Experience in healthcare, concierge medicine, physical therapy, med spa, or wellness settings preferred
• Familiarity with out-of-network billing or insurance claims submission
• Comfortable speaking with high-end clientele
• Organized, responsive, and detail-oriented
• Able to work independently within defined systems and scripts

Success Metrics

• Number of new patient evaluations scheduled
• Accuracy and timeliness of scheduling
• Completion of new patient onboarding prior to first visit
• Timely submission of out-of-network claims
• Growth in referral relationships and lead generation

This role is ideal for someone seeking flexible, part-time work while supporting a growing concierge healthcare practice in the Hamptons.

Pay: $ $40.00 per hour

Benefits:

• Flexible schedule
• Referral program

Work Location: Hybrid remote in Southampton, NY 11968