Summary
We are seeking a professional and highly organized Front Desk Coordinator to serve as the first point of contact for patients within our medically supervised weight management and hormone optimization clinics. This role plays a critical part in delivering exceptional patient experience while ensuring smooth daily clinic operations. The Front Desk Coordinator is responsible for managing scheduling, confirming calls, patient check-in/check-out, and administrative workflows that support both clinical and operational efficiency. This position requires strong communication skills, attention to detail, and the ability to thrive in a fast-paced, patient-centered environment.
Essential Job Functions
- Greet patients warmly and professionally, checking them in and out efficiently to ensure a positive clinic experience.
- Manage patient flow throughout the day to minimize wait times and support smooth clinic operations.
- Schedule, reschedule, and confirm patient appointments via phone, email, and text for Medical Providers and Health Coaches.
- Handle inbound and outbound calls, following established scripts and communication protocols to ensure consistency and professionalism.
- Answer general patient questions and route clinical or program-specific inquiries to the appropriate team members.
- Process payments, ring up retail purchases, and reconcile the point-of-sale system at the end of each day.
- Scan, file, and maintain patient paperwork and documentation in compliance with HIPAA and company standards.
- Track and maintain inventory of medical and retail supplies to support daily clinic operations.
- Maintain cleanliness and organization of the front desk, waiting area, restroom, and common clinic spaces.
- Collaborate with the Clinic Manager and Medical Provider to support efficient clinic flow and an exceptional patient experience.
- Perform other related duties in support of the organization’s mission.
Competencies
- Strong interpersonal and customer service skills.
- High level of organization and attention to detail.
- Ability to manage multiple tasks and priorities in a fast-paced environment.
- Professional demeanor and polished communication skills.
- Comfort working with technology, scheduling systems, and EMR platforms.
- Reliable, punctual, and team-oriented.
Supervisory responsibilities
Work Environment/Physical Demands
- 2Frequent direct interaction with patients in a clinical setting.
- Prolonged periods of standing, sitting, and moving throughout the clinic day.
- Regular use of computer systems, scheduling platforms, and phone communication.
- May be required to lift or move light office and retail supplies (up to 25 lbs).
Required Education and Experience
- High school diploma or equivalent required.
- 1+ year of experience in customer service, administrative support, medical office, or retail environment preferred.
- Experience managing schedules and processing transactions strongly preferred.
Preferred Education and Experience
- Experience in a healthcare, medical spa, weight loss, or wellness setting.
- Familiarity with EMR systems and point-of-sale platforms.