Client Relations & Administrative Coordinator

Company Description

InControl Imaging is a growing brain and spine diagnostic company focused on helping patients and providers find greater clarity through advanced objective testing.

We're looking for someone who doesn't simply want to "work the front desk." We want someone who wants to become an important part of the company, someone who gets excited about helping patients, building relationships, generating opportunities, and contributing to our growth.

If you're someone who naturally says, "I'll take care of it," we'd love to meet you.

Are you the person who sees what needs to be done and does it?

InControl Imaging is looking for an energetic, organized, outgoing Client Relations & Administrative Coordinator to join our growing team in Moore, Oklahoma.

This is much more than a traditional front desk position.

We're looking for a true go-getter who can create an exceptional experience for patients in our office while also helping us build and maintain relationships with healthcare providers, referral partners, prospective clients, and our community. If you love talking to people, staying organized, following up, solving problems, and helping a business grow, you may be exactly who we're looking for.

• Welcome patients and visitors and provide an exceptional first impression of In Control
• Answer incoming phone calls, respond to inquiries, and assist with scheduling
• Manage appointment confirmations, follow-ups, and general administrative needs
• Communicate professionally with clients (patients), healthcare providers, attorneys, coaches and referral partners
• Follow up with prospective clients (patients) and incoming leads
• Make outbound calls to provider offices, referral partners, and prospective clients as needed
• Help maintain relationships with existing referral sources
• Assist with sales and business-development follow-up
• Track calls, leads, referrals, and follow-up activity
• Help keep our CRM/contact database accurate and up to date
• Support community events, provider outreach, educational events, and marketing initiatives
• Identify opportunities and be proactive rather than waiting to be told whats next
• Part-time with options to move into full-time
• Monday - Friday

Our ideal candidate is someone who is:

• Friendly, confident, and extremely comfortable on the phone
• Professional enough to communicate with physicians and attorneys, yet warm enough to immediately put a nervous client (patient) at ease
• Organized and great at following through
• Comfortable making outbound calls and starting conversations
• Motivated by goals and results
• Tech-savvy and comfortable learning new software
• Able to juggle multiple priorities without losing attention to detail
• Positive, dependable, resourceful, and proactive
• Excited about joining a growing company where responsibilities and opportunities will continue to expand
• Experience in a medical office, healthcare, customer service, sales, business development, or referral-based environment is preferred, but attitude, initiative, communication skills, and follow-through are extremely important to us.

• Candidates should possess strong Communication skills, including clear verbal and written interaction with clients and internal teams.
• Candidates should possess Client Relations and Customer Service skills to build trust, manage expectations, and ensure a high-quality patient experience.
• Candidates should possess Organization Skills to manage schedules, documentation, and multiple concurrent tasks efficiently.
• Candidates should possess basic Project Management abilities to assist with coordinating initiatives, tracking progress, and supporting operational improvements.
• Experience in a healthcare, imaging, or medical office environment is beneficial, along with familiarity with patient scheduling systems and HIPAA-compliant practices.
• Ability to work on-site full-time in Oklahoma City, OK, with reliability, attention to detail, and a commitment to non-discriminatory, inclusive client care.
• High school diploma or equivalent required; post-secondary education in business, healthcare administration, or a related field is a plus.