Patient Experience Coordinator (Front Desk)

Job Description

Job DescriptionSalary: Commensurate with qualifications and experience

READ FULL POST - DO NOT APPLY IF YOU DONT COMPLETE REQUIREMENTS

AlluraMD is a multi-location medical aesthetics and concierge medicine practice offering advanced treatments in medical aesthetics, functional medicine, and regenerative medicine designed to improve overall well-being. Our thriving practice is looking for a highly qualified, professional Patient Experience Coordinator. This is a vital role within the company as this person represents the "face and brand" of the practice.

Why Youll Love This Role

• Youll be part of an exceptionally driven, high-energy team that supports one anothers growth.
• Youll have the opportunity to elevate every patient interaction into a 5-star experience.
• Youll work in a beautiful, fast-paced environment where luxury meets wellness.

What Were Looking For >>>>>

Must-Have Experience:

• 3+ years of answering phones in a medical spa, dermatology, or wellness clinic (required)
• Client conversion skillsexperience in gyms, spas, or boutique fitness a plus

Essential Qualities:

• Polished communicator: Professional presence, warm tone, and the ability to make every patient feel valued
• Service excellence: Thrives in a dynamic environment and adapts to diverse personalities with grace
• Proactive & driven: Looks for opportunities to improve the patient journey and contribute to the teams success
• Highly organized: Masters scheduling while keeping patients informed about services and promotions
• Solutions-focused: Handles challenges with initiative, creativity, and a positive attitude

What Youll Do

• Greet every patient with a genuine smile, energy, and care
• Answer calls promptly, engage with curiosity, and convert inquiries into scheduled appointments
• Confidently discuss aesthetic and wellness services, overcoming objections while building trust
• Maintain an organized, smooth-running front office with exceptional attention to detail
• Ensure the patient flow is seamless from check-in to check-out, creating a stress-free experience

The Goal of Your Role

To own the patient experiencefrom their first hello to their final goodbyeensuring its consistently luxurious, professional, and unforgettable.

Perks & Benefits

We offer a competitive compensation package, generous benefits, and the opportunity to work alongside industry leaders in a practice that values excellence, growth, and collaboration.

DUTIES AND RESPONSIBILITIES:

Administrative and Office Coordination

• Greet and check-in patients warmly, ensuring intake forms and consents are completed
• Capture patient procedure photos and maintain smooth patient flow
• Educate patients on available therapies, services, and membership options
• Prepare and clean treatment rooms between patients and at days end
• Address patient questions and concerns promptly and professionally
• Maintain OSHA, bloodborne pathogen, infection control, and HIPAA compliance
• Resolve patient complaints professionally, supporting patient satisfaction
• Office administration: including but not limited to stocking supplies, filing, organization, stocking rooms and restrooms, turning music on/off, opening/closing duties, and making sure the surrounding environment is clean and welcoming
• Communicate to management all occurrences involving staff, clinic or patient issues that require immediate attention
• Regularly attend, participate in and support trainings and staff meetings for the practice
• Assist in all areas of practice operation as requested by management

Patient Engagement

• Properly address, investigate and resolve all complaints efficiently and professionally
• Review all invoices during office days to ensure provider charges are accurate
• Follow up with patients post-treatment communicating any issues to providers
• Respond to voicemails, all messages, and patient texts within three business hours
• Request Google reviews from happy patients when checking in via text
• Monitor patient texts

Team Support

• Collaborate with the practice team to ensure seamless daily operations, including coordinating with providers to meet patient needs

Marketing and Business Development Assistance

• Provide support for marketing initiatives, including handling promotional materials and informing patients about new services or offers
• Assist with client feedback collection and contribute to strategies that improve patient satisfaction and retention
• Request positive patient reviews and monitor texts for urgent follow-ups
• Confidently promotes and upsells services and products, enhancing client experience and contributing to clinic revenue.

Environment and Culture

• Foster a team-oriented, positive work environment that aligns with AlluraMDs values and mission.
• Act as a key contributor to team morale, promoting a supportive, collaborative, and high-energy workplace

The Patient Experience Coordinator is the heartbeat of our front officeensuring every client feels valued, every day runs seamlessly, and the practices growth goals are supported through exceptional service and professional, efficient front desk management.

After your first 90 days, youll also enjoy meaningful monthly incentives tied to overall practice performancerewarding you for being an integral part of our success.

Schedule: 40 hours per week with 2 Saturdays per month required

AlluraMD is dedicated to a discrimination-free and harassment-free workplace, where all team members are respected, included, and treated with dignity. We make fair, unbiased decisions in hiring, compensation, training, evaluation, and termination, offering equal opportunities to all qualified candidates and employees. We actively address unconscious biases and work to foster an inclusive environment where everyone feels welcome.

NOTICE TO ALL APPLICANTS CONCERNING THE COMPANY

DRUG FREE WORKPLACE PROGRAM AND MEDICAL MARIJUANA

AlluraMD is a drug free workplace that complies with the State of Florida Drug Free Workplace Act and testing procedures. Please be aware of the following information concerning medical marijuana and the company stance concerning it. Medical marijuana is available in a variety of forms. Medical marijuana that has a certain level of THC may show up on a drug test. Some medical marijuana does not have THC and will not show up on a drug test. A physician will know if the medical marijuana that they are prescribing would have enough THC to result in a positive drug test. Please consult with the physician to determine if the medical marijuana that they are prescribing will have enough THC to result in a positive drug test. If the medical marijuana that is prescribed does result in a positive drug test result, the company stance concerning this is outlined in the company drug free workplace policy and outlined below.

NOTE: AlluraMD is in agreement with the Federal Government that marijuana is an illegal controlled substance and will not recognize medical marijuana as a legitimate prescription. A positive test result for marijuana will be treated the same as any other positive test result, even if an applicant or an employee has a medical marijuana prescription. A negative pre-employment drug test result is a condition of employment with this company. Therefore, an applicant will be denied employment with this company if they test positive for marijuana even if they have a medical marijuana prescription that contains THC.