Patient Care & Retention Coordinator

What Success Looks Like
• Provider schedules remain full with minimal unnecessary downtime
• Schedule gaps are addressed proactively rather than left unfilled
• Patients receive timely follow-up after cancellations, no-shows, or periods of inactivity
• Patient retention and reactivation remain strong
• Providers experience efficient, well-organized patient flow
• Every patient receives a welcoming, professional experience
• Scheduling and patient records remain accurate and organized

Schedule Optimization & Provider Utilization

• Actively manage provider schedules to maximize patient volume and minimize downtime
• Identify and fill schedule gaps through waitlists, recalls, and proactive patient outreach
• Coordinate appointments strategically to support provider productivity and efficient patient flow
• Monitor daily and upcoming schedules for cancellations, openings, and utilization concerns
• Recover cancellations and no-shows through timely patient follow-up
• Monitor schedule performance and identify and flag utilization issues to leadership
• Take ownership of keeping schedules organized, productive, and as full as possible

Patient Care & Front Desk

• Greet patients warmly and provide a professional, concierge-level check-in and check-out experience
• Answer incoming calls, texts, and emails promptly and professionally
• Confirm appointments and help keep daily patient flow running smoothly
• Collect and process payments and verify insurance or membership information
• Maintain accurate, organized patient records
• Address patient questions and concerns while appropriately escalating clinical matters to the care team
• Represent the practice with professionalism, enthusiasm, and compassion in every interaction

Patient Retention & Engagement

• Build strong relationships with patients throughout their care journey
• Proactively follow up regarding treatment recommendations, maintenance programs, and wellness services
• Re-engage inactive patients and encourage continued participation in their care plans
• Follow up consistently with patients who cancel, miss appointments, or become inactive
• Identify opportunities to introduce patients to additional services that align with their health goals
• Support strong patient retention through education, relationship-building, and consistent follow-through

• 2+ years of experience in a medical office, front-desk, patient-facing administrative, or similar role required
• Previous experience managing appointment schedules in a busy environment
• Strong organizational skills with the ability to manage multiple priorities, phone lines, and scheduling needs
• Experience using scheduling software, EMR, CRM, or similar systems
• Excellent verbal and written communication skills
• Comfortable proactively contacting patients by phone, text, and email
• Strong attention to detail and follow-through
• Warm, professional, patient-first approach
• Self-motivated and comfortable taking initiative rather than waiting to be directed
Experience in healthcare, wellness, aesthetics, hormone therapy, weight loss, patient retention, account management, or customer success is a plus.

• Health insurance
• Dental insurance
• Vision insurance
• Paid time off
• Performance-based incentives