This Position Has Been Filled.
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We are a fun, relaxed Physical Therapy clinic looking for ...

A Rockstar
Practice Manager / Customer Service Specialist

If you enjoy:

  • Making others smile
  • Learning, taking action, and taking initiative
  • Meeting and talking with a variety of people
  • Having a truly pivotal role in growing a company that helps those in pain

This could be the perfect position for you!

(and make sure to watch the blooper reel at the end :-)

Being Successful in this Postion will Involve:

  • Being the smiling “face” of the company - greeting and chatting with patients in the waiting area, getting them a coffee/tea, taking payments, and scheduling future appointments.
  • Cheerfully answering the phone and returning patient and prospective patient calls. (You will be provided with scripts to guide many of your phone conversations ... especially with prospective patient calls. It is important you are open to coaching and guidance on how to manage and process phone calls, because in many ways you will be our frontline ‘salesperson’)
  • Creating and printing/sending receipts to patients
  • Being a grammar, spelling, and punctuation champion when sending and responding to emails
  • Processing clinic emails
  • Helping to schedule meetings and interviews for the clinic's upcoming "Active Austin Podcast"
  • Filing paperwork - as we switch to electronic medical records, this will take very little of your day (and it’s already not very time consuming)
  • Learning all about the exciting world of ‘social media and online marketing’, as well as implementing "direct response lead generation" marketing campaigns
  • Going through marketing courses with Jarod and helping to implement what is learned
  • Ordering office supplies
  • Creating and scheduling social media posts (If you like social media, you’ll love this part of the job)
  • Laundering sheets/pillowcases weekly … this will have to be done at home/laundromat because we don’t have the capability to have a washer/dryer onsite
  • Occasional light cleaning of the office and keeping your desk space organized and clear of clutter (it's visible to patients as they check in/out)
  • Being pumped to have a job where people love you and value your presence everyday
  • Maintaining and managing the office’s "customer relationship management" (CRM) software (“Infusionsoft”)
  • Depositing checks at the bank
  • Occasionally picking up lunch
  • Creating procedure task lists and modifying policies/procedures. We will be building out and documenting all the systems that run the business so we can scale the size of the practice with ease.
  • Recording and documenting staff meetings
  • Tracking finances and providing information to our bookkeeper
  • Working very efficiently and diligently at all the above with a desire to help progressively more people by growing the company and always improving on the service we provide.
  • Just being awesome in general and proactively thinking of things that could make a huge difference to the way the business runs
  • (P.S. in case you were wondering: This PT clinic is not “in-network” with any insurance/Medicare and does not send bills/claims to insurance companies, so experience with medical billing is not necessary, and you won’t have to spend your time arguing with insurance companies.

We need help keeping our physical therapy clinic running efficiently and growing while maintaining a great vibe and ensuring patients always know they’ll be welcomed with a smile.

Before we dive into roles and tasks, let me give a quick background on the company and why this position is going to be so important ...

I started Carter Physiotherapy in 2010 and purposely kept it a one-man-show until last year. In late 2015, I decided it was time to expand the clinic so I moved into a bigger office space and hired my first staff physical therapist, Ben Shook.

In May of 2016, we brought on our first office manager who just recently decided to pursue her passion for photography, so we are currently looking for her replacement.

Here is a little bit about me and Ben, my awesome physical therapist: 

There will be more additions to our team over the next few years but I’ll make sure they are all kind and really nice to work with … I promise!

We will be making Carter Physiotherapy “The Clinic” that gives its patients the best overall experience they’ve ever had with any healthcare office (and I don’t make that statement lightly).

Your position will have just as big a role in making that happen as the physical therapists do ... probably even bigger.

This job could be best described as a mix of “Practice Manager” and “Receptionist.” Though you will work in the clinic’s waiting area and perform the usual duties of a receptionist, you will also be taking care of many other administrative and marketing duties. If it's a good fit, as we grow, the person in this position will likely move into a purely practice management and marketing role.

This is a full-time salaried position, 40 hours per week.

Here are the primary characteristics a candidate must have for this important role in our company:

- A cheerful demeanor and an affinity towards chatting with people and making them feel welcome
- Natural empathy and compassion for those in pain
- Eagerness to learn and implement feedback
- Strong attention to detail
- Fantastic organizational skills
- Track record of working very efficiently and handling a wide variety of tasks

Excellent speaking/communication skills are also imperative. Outside of greeting and chatting with patients, you will be responsible for taking and returning phone calls as well as making calls to other healthcare offices.

And finally, you need to know your way around the computer pretty well. I don’t mean you need to be able to code websites or anything … most of the technical/computer-based aspects of this job are easily trainable. What I’m saying is that I’ll need someone who is relatively tech savvy so the training on various IT tasks goes smoothly and you are able to efficiently learn, navigate, and execute these tasks.

Please re-read the last 3 paragraphs and make sure you deeply believe they describe you. Every characteristic is highly important and written very deliberately.

If they do describe you, I’d love to meet you!

I've listed the details of your duties and how you can apply for this position below, but first, here is a video to give you a sense of our culture and how we operate ...

Thanks for reading this far! You're already showing some of the characteristics I'm looking for so if you’re interested in applying for this position, please send an email to and follow these specific directions:

1) Use the Subject Line: I’m interested in being a rockstar practice manager

2) Within the email, please write a few sentences about why you feel you are a great fit for this position.

3) Include a link to your LinkedIn profile (If you don’t already have one, please make one and include the link in the email ... doesn't need to be long or fancy.)

4) Attach your resumé as a PDF file

Thank you so much for your interest in this position.

I hope to meet you soon!

~ Jarod