Executive & Patient Relations CoordinatorTotal Potential: Integrative & Holistic Physical Therapy

Do you enjoy helping people feel welcome, bringing order to a busy day, and making sure nothing falls through the cracks?

Total Potential Physical Therapy is seeking an Executive & Patient Relations Coordinator to work closely with our owner and help deliver a warm, personalized experience for our patients. We are a veteran-owned, family-owned practice in San Marino built around one-on-one care, meaningful relationships, and attentive service.

In this role, you’ll be a trusted point of contact for patients and an important source of administrative support for the owner. Your responsibilities will include:

• Welcoming patients through friendly, professional phone and written communication.

• Coordinating appointments and maintaining accurate calendars.

• Following up with prospective patients, answering nonclinical questions, and helping them take the next step toward care.

• Communicating clearly and confidently about services, pricing, and scheduling.

• Keeping records, documentation, and administrative tasks organized.

• Anticipating needs, following through on commitments, and knowing when to ask for guidance.

You’ll thrive here if you combine warmth with accountability. You listen carefully, communicate calmly, take feedback well, and are honest when something goes wrong. You respect confidentiality, work collaboratively, and take pride in finishing what you start.

We’re looking for at least two years of relevant experience in patient coordination, executive or administrative support, medical front-office operations, or a high-touch customer service role. Comfort with technology, accurate scheduling, and consistent follow-through are essential.

This is an opportunity to make a visible difference in a small practice where your contributions matter. As you learn our systems and demonstrate sound judgment, there is room to take on greater responsibility and become a trusted administrative partner to the owner.

To apply, please submit your résumé and a brief note describing why this role interests you and how your experience would help you succeed.

Your Responsibilities

• Create a welcoming first impression. Respond to patient and prospective-patient inquiries by phone and email with warmth, professionalism, and clear next steps.

• Turn interest into scheduled appointments. Follow up promptly, answer nonclinical questions about services and pricing, and help prospective patients feel informed and confident about booking.

• Keep calendars accurate and organized. Use Google Workspace and our scheduling systems to coordinate patient appointments and the owner’s professional commitments, resolving conflicts and communicating changes promptly.

• Keep details from falling through the cracks. Maintain accurate records, document communications, track outstanding tasks, and follow through until each item is resolved.

• Support the owner and daily operations. Assist with correspondence, document preparation, and administrative coordination while handling sensitive information with discretion.

• Help tell our practice’s story. Assist with creating and scheduling social media content that reflects our voice, highlights our services, and connects with our community.

• Create polished marketing materials. Make basic video edits and create or update brochures, flyers, and other patient-facing materials using established brand guidelines and owner direction.

• Work collaboratively and exercise good judgment. Keep the team informed, follow established processes, and recognize when a question or concern needs the owner’s attention.

What You Bring

• Integrity and discretion. You handle confidential patient and business information with care, communicate honestly, and take responsibility for your work—including mistakes.

• A warm, composed presence. You help people feel heard and respected while staying calm, professional, and focused when priorities shift or conversations become challenging.

• Dependability and follow-through. You honor commitments, meet deadlines, and keep others informed without needing repeated reminders.

• Initiative and sound judgment. You notice what needs attention, take action within your responsibilities, and ask for guidance when needed.

• A willingness to learn. You welcome feedback, apply what you learn, and follow established processes while building confidence and independence.

• Strong interpersonal skills. You listen carefully, communicate clearly, and work respectfully with patients, teammates, and the owner.

About Total Potential Physical Therapy

Root-Caused Care, Refined.™ | Achieve The Remarkable™

Total Potential Physical Therapy is a family-owned, veteran-owned physical therapy and wellness practice in San Marino, California. We provide personalized, one-on-one care built around listening carefully, understanding each person’s goals, and addressing the underlying factors contributing to their physical challenges.

Led by Dr. Joel Kim, our practice combines Advanced Manual Physical Therapy, integrative rehabilitation, and modern recovery technologies to help patients improve movement, restore function, and pursue a better quality of life.

Thoughtful care starts with the first conversation.

Every interaction matters here—from answering an initial inquiry to welcoming a returning patient. Our administrative team helps people feel informed, supported, and confident about their next steps. Your organization, warmth, and follow-through make a meaningful difference in their experience.

A small team where your contributions are visible.

Working at Total Potential means collaborating closely with the owner, developing relationships with patients, and seeing how your work supports the practice. As we grow, we value teammates who bring ideas, enjoy learning, and take pride in making everyday operations run smoothly.

Our culture is grounded in:

• Integrity: Being honest, protecting confidentiality, and taking responsibility.

• Warmth and respect: Treating patients and teammates with patience, kindness, and professionalism.

• Dependability: Following through and paying attention to the details people count on.

• Learning and growth: Asking questions, welcoming feedback, and building new skills.

• Teamwork: Communicating openly and helping one another succeed.

We aim to provide a supportive workplace with clear expectations, open communication, and opportunities to earn greater responsibility as your skills and confidence grow.

If you enjoy helping people, creating order, and contributing to a practice where relationships matter, we would love to hear from you.

Achieve The Remarkable™

www.totalpotentialpt.com