Patient Experience and Operations Coordinator

About Us

Rising Tide Wellness Center is a specialized wellness and aesthetic clinic devoted to delivering outstanding care through attentive service, clinical expertise, and personalized patient engagement. Our philosophy centers on consistent quality, meticulous attention to detail, and sincere hospitality. Every encounter, from greeting clients by name to ensuring appointments progress smoothly, is important.

Position Overview

The Patient Experience Coordinator is the initial point of contact for our practice, playing a vital role in crafting an exceptional patient journey. This role uniquely blends concierge-level customer service with superior organizational and operational skills. Responsibilities include coordinating daily practice flow while ensuring each client feels acknowledged, appreciated, and well cared for from arrival through departure.

Key Responsibilities

• Greet and welcome patients warmly and professionally
• Manage appointment scheduling and maintain provider calendars
• Efficiently check patients in and out
• Accurately handle payments and retail sales
• Respond promptly to phone calls, emails, and texts
• Assist patients with inquiries regarding memberships, packages, and scheduling
• Keep patient records updated and accurate
• Support providers to maintain timely appointments
• Maintain a clean, organized, and inviting reception space
• Oversee office and retail inventory levels
• Contribute to enhancing office procedures and workflows
• Consistently deliver outstanding patient experiences at every interaction

Candidate Profile

We seek an individual who genuinely enjoys customer interaction, is naturally organized and attentive to detail, can remain composed under pressure, and takes initiative without prompting. The successful candidate communicates clearly and confidently, adapts quickly to new technologies, excels in team collaboration, and demonstrates accountability by following through on commitments. A passion for creating excellent customer experiences is essential.

Required Qualifications

• At least 2 years of experience in customer service
• Strong verbal and written communication abilities
• Proficient computer skills
• Capability to multitask effectively in a dynamic environment
• Professional appearance and conduct
• Ability to work both independently and collaboratively
• Reliable transportation
• Availability to work weekdays with occasional evenings as required

Preferred Experience

• Background in medical offices, medical spas, aesthetic practices, wellness clinics, plastic surgery, dermatology, concierge medicine, dental offices, luxury hospitality, or boutique retail

Preferred Skills and Expertise

• Familiarity with Electronic Medical Record (EMR) systems and maintaining patient documentation accuracy
• Experience with Customer Relationship Management (CRM) and patient communication platforms for managing leads, follow-ups, appointment reminders, recalls, and patient retention
• Marketing experience encompassing social media management, email marketing, patient engagement, online reputation oversight, and promotion coordination
• Understanding patient conversion strategies, scheduling efficiency, and delivering exceptional experiences
• Strong organizational and project management skills to handle multiple priorities in a fast-paced setting
• Proficiency in Microsoft Office, Google Workspace, and aptitude for learning new software quickly
• Professional background in medical spas, aesthetic or wellness centers, concierge medicine, or healthcare environments is a plus

Why Join Us

We believe that superior patient care is rooted in having an excellent team. Our environment is supportive and collaborative, encouraging initiative, professional development, and recognizing excellence. Each team member contributes meaningfully to creating experiences patients anticipate eagerly. If you value crafting impactful experiences, pay close attention to detail, and want to work in a growing practice dedicated to excellence, we invite you to connect with us.

Benefits

• Competitive hourly wage determined by experience
• Paid time off
• Employee discounts on wellness and aesthetic offerings
• Paid training programs
• Prospects for career advancement
• A positive and team-focused work culture

Application Instructions

Applicants are encouraged to submit their résumé along with a brief statement describing why the role appeals to them and their perspective on what constitutes exceptional customer service.