Patient Care Coordinator Job in San Antonio, TX
A non-clinical, patient-facing role at the front of a one-on-one physical therapy and Pilates clinic. You are the first person a nervous new patient talks to, and often the reason they come back.
The first voice, and the last one.
Pyramid Physical Therapy & Pilates is one clinic at 4939 De Zavala Rd, Suite 103 in San Antonio. Most people who call are in pain, unsure whether they need a referral, and half expecting to be told to wait three weeks. The patient care coordinator is the person who tells them the real answer: no referral needed in Texas to start, and we will get you in within 48 business hours or less.
The role is non-clinical. You never treat and you never advise on a condition. What you do is remove every obstacle between a person and their first appointment, then keep the schedule, the paperwork and the benefits straight so the clinical team can stay in the room with the patient.
Six jobs, and every one of them is visible to the patient.
Nothing here happens in the background. If you do this job well, people say so in their review of the clinic.
Answer the first call properly
Take the enquiry, hear what is actually going on, and turn it into a booked visit. The clinic’s promise of 48 business hours or less lives or dies at this step.
Run the schedule
Book, confirm, reschedule and fill gaps, all while protecting the one-on-one blocks the clinical model depends on. A double-booked hour is not an option here.
Verify insurance before they arrive
Check benefits with Aetna, Blue Cross Blue Shield, Humana, Medicare Part B, Tricare or United Healthcare, then tell the patient what to expect before their first visit rather than after it.
Handle intake and paperwork
Forms completed correctly the first time, records requested from referring offices, and charts that are actually ready when the therapist opens them.
Take payment without awkwardness
Collect copays, explain a balance in plain language, and treat the money conversation as part of good care rather than something to mumble through.
Keep people on their plan of care
Notice who has quietly stopped booking and reach out. A patient who disappears in week three usually does not get better, they just stop being your problem, and that is not how this clinic works.
Six things that actually matter here.
Front-desk experience in healthcare
Time in a clinic, a practice or a medical office. You should recognise the rhythm of a waiting room without having it explained.
Insurance verification comfort
Benefits, deductibles, visit limits and Medicare Part B. Our current coordinator came in with a Bachelor’s in Health Science and a public health minor, which is one route in, not the only one.
Accuracy under interruption
The phone rings while somebody is checking out while a fax is coming through. The details still have to be right.
Warmth that is not performed
A lot of our patients are managing chronic conditions and have been dismissed elsewhere. They can tell the difference between a greeting and a script.
Clear boundaries
You are non-clinical. Knowing exactly where your answer stops and the therapist’s begins protects the patient and protects you.
Discretion
Diagnoses, balances, family circumstances. Handling that quietly and correctly is the baseline of the job, every single day.
The front desk is where the culture is kept.
Asked what she loves about working here, Dr. Cynthia Mendez, PT, DPT, OCS gave one answer: “The sense of community and the culture we have cultivated with the patients.” That community is not built in the treatment room alone. It is built by whoever knows the regulars by name, remembers which grandchild just graduated, and notices when somebody walks in looking discouraged.
“Pyramid feels like a big family! We support and uplift each other.”
Bethany Roberts, PTA, NCPT, Physical Therapist Assistant
The clinic nearly closed during the pandemic in 2020. Dr. Mendez had been part of it since 2006 and bought the practice in 2021 to keep it alive. The six values below are its published list, and the coordinator is the person who makes most of them visible before anyone has been treated.
We check benefits first and say what we find. Nobody here quotes a number they are not sure about just to get the booking.
A 5.0 Google rating across 94+ reviews. Read them and you will notice how many are about being treated like a person, not a slot.
Our recurring line to patients is a question, not a pitch: are you hoping the pain will just go away, but it is still hurting you? You will ask it a lot.
Chasing an authorization, a records request, or a patient who stopped booking. The coordinator is the one who follows up a fourth time.
Refill the water, straighten the lobby, walk somebody to their car in the rain. Everyone here does the small work, owner included.
The clinic’s stated mission is to be a positive force in the lives of others. At the front desk that is a job description, not a poster.
Send us your resume.
There is no portal and no automated screener. Email your resume with a short note about the kind of front desk you have run before, and a person here reads it.
Questions about the role before you apply, including pay, schedule and benefits, are answered directly. Call the clinic and ask.
Email Your ResumeNot the right fit? We also list openings for a physical therapist, physical therapist assistant, office manager and rehab aide.