Front Desk Coordinator (Part Time, Weekends Only)

Medical Front Desk Coordinator Position Summary The Medical Front Desk Coordinator serves as the primary point of contact for patients within a high-end concierge medical practice. This role is responsible for delivering an exceptional, personalized patient experience while managing front desk operations, patient communications, scheduling, and administrative workflows. The ideal candidate is polished, professional, highly organized, and comfortable providing attentive service to a discerning patient population. Key Responsibilities

• Patient Experience & Reception: Serve as a warm, professional first point of contact for patients, providing personalized and attentive service throughout the check-in, registration, and checkout process.
• Patient Communications: Manage incoming calls with professionalism and efficiency, handling a minimum of 25 calls per shift at lower-volume locations while minimizing hold times and facilitating warm, accurate transfers to clinical providers.
• EMR & Administrative Management: Maintain accurate patient accounts within the EMR, including registration, scheduling, demographic updates, documentation, and other administrative tasks.
• Lead & Membership Management: Enter and maintain prospective member information and demographics in Salesforce while ensuring all information is accurate and up to date.
• Task & Communication Queues: Proactively manage assigned task queues, including patient emails, text messages, follow-ups, and other requests, ensuring timely and professional responses.
• Concierge-Level Service: Anticipate patient needs, respond promptly to requests, and consistently provide a polished, personalized experience that reflects the practice's standards and values.
• Clinic Presentation & Readiness: Maintain a clean, organized, and welcoming clinical environment consistent with established brand and hospitality standards.
• Inventory & Supplies: Monitor room and front-office inventory, restock supplies as needed, and coordinate with leadership to ensure appropriate supplies are available.
• Medical Hotline: Answer the medical hotline and appropriately route or escalate patient concerns based on urgency and established protocols.
• Issue Resolution & Escalation: Recognize situations requiring additional support and promptly escalate urgent patient concerns, complaints, or service issues to the appropriate clinical or member services team.
• Team Collaboration: Work closely with physicians, clinical staff, and administrative leadership to ensure efficient patient flow and a seamless overall patient experience.

Required Qualifications & Skills

• Exceptional customer service and interpersonal skills with a polished, professional presence.
• Ability to provide highly personalized service while maintaining discretion and professionalism with a high-caliber clientele.
• Strong administrative, organizational, and multitasking abilities.
• Ability to communicate clearly, confidently, and professionally in person, by phone, email, and text.
• Ability to quickly learn and effectively navigate EMR systems, Salesforce, and electronic task-management platforms.
• Strong judgment and ability to appropriately triage and route patient calls and requests.
• Ability to remain calm, organized, and service-focused in a fast-paced environment.
• Strong attention to detail and commitment to accuracy and follow-through.

Preferred Qualifications

• Previous experience in a concierge, luxury hospitality, executive services, private medical practice, or other high-touch customer service environment.
• Experience managing high-volume inbound calls and accurately routing patient or client needs.
• Experience representing and maintaining a luxury or premium service brand.
• Previous experience working in a healthcare environment or medical practice.

Schedule

• Weekend Schedule: Saturday and Sunday, 7:00 AM-7:00 PM or 7:30 AM-7:30 PM.
• Holiday Coverage: This practice operates 365 days per year. Weekend/holiday staff are expected to work six holidays annually (three high-demand and three low-demand holidays), with holiday hours compensated at time-and-a-half.

For California Applicants:

We will consider for employment all qualified Applicants, including those with criminal histories, in a manner consistent with the requirements of applicable federal, state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance (FCIHO), Los Angeles Fair Chance Ordinance for Employers (ULAC), The San Francisco Fair Chance Ordinance (FCO) , and the California Fair Chance Act (CFCA). This position is subject to a background check based on its job duties, which may include patient care, working with vulnerable populations, access to financial and confidential information, driving, working with heavy machinery, or working in a warehouse or laboratory environment. Due to these job duties, this position has a significant impact on the business operations and reputation, as well as the safety and well-being of individuals who may be cared for as part of the job position or who may interact with staff or clients.