Patient Experience & CRM Coordinator

A Balanced You is a personalized hormone and wellness practice. We’re looking for someone with a outgoing personality, strong organizational skills, and dependable follow-through to manage patient phone communication and streamline our GoHighLevel system.Your main priorities will be answering phones, calling patients and prospective patients, supporting program enrollment, and making our follow-up processes more efficient.What you’ll do

• Answer phones: Provide a warm, welcoming first impression, answer administrative questions, schedule appointments, and direct clinical questions to our clinical team.
• Make outgoing calls: Return messages, follow up with prospective patients, conduct discovery calls, and contact patients about scheduling, paperwork, and next steps.
• Streamline GoHighLevel: Organize contacts and existing pipelines; build and improve workflows, reminders, and follow-up automations; troubleshoot issues; and keep the system easy for our team to use.
• Support sales and enrollment: Explain services and pricing, address nonclinical questions and concerns, follow up with interested patients, and close sales through program enrollment.
• Follow through: Document conversations, track outstanding tasks, and make sure patients receive timely responses.
• Improve processes: Identify unnecessary steps, recommend practical improvements, and implement agreed-upon changes.

What we’re looking for

• A bubbly, outgoing personality: You enjoy talking with people and bring warmth and enthusiasm to conversations while listening carefully and remaining professional.
• Confidence on the phone: You’re comfortable answering calls, making outgoing calls, and following up consistently.
• Hands-on GoHighLevel experience: You can build, manage, and troubleshoot workflows, automations, and pipelines.
• Sales experience: You’re confident discussing pricing, addressing concerns, and closing sales in a respectful, pressure-free manner.
• Strong organization and accountability: You manage tasks independently, pay attention to details, and complete work without repeated reminders.
• A collaborative attitude: You communicate clearly, welcome feedback, and work well with our provider and clinical team.
• Medical or wellness office experience is a plus.

To applySend your résumé to [email protected], along with a brief description of your phone/customer service experience, sales experience, and the workflows or automations you have built in GoHighLevel.

• Review clinical documentation for accuracy and completeness, including CPT coding, ICD-9/10 coding, and care plan documentation
• Collaborate with clinical staff to improve patient experience initiatives and ensure seamless communication across departments
• Utilize Microsoft Office tools to generate reports, track metrics, and support administrative workflows

Requirements

• Proven experience in medical administrative support or clinic front desk roles with strong customer service skills
• Familiarity with electronic health record (EHR) systems such as Epic, Meditech, Athenahealth or eClinicalWorks
• Knowledge of medical terminology, coding (ICD-9/10, CPT), and health insurance processes including Medicare guidelines
• Excellent computer skills including proficiency in Microsoft Office Suite and typing (10 key typing preferred)
• Ability to review medical documentation accurately while maintaining attention to detail
• Strong phone etiquette and communication skills to handle patient inquiries professionally
• Bilingual abilities are highly desirable to serve diverse patient populations effectively
• Prior clinic or healthcare office experience is preferred but not required; training will be provided for the right candidate
• Understanding of clinical confidentiality policies and healthcare compliance standards such as HIPAA

Join us in delivering outstanding patient care by creating positive experiences that foster trust and satisfaction. This paid position offers an exciting opportunity to develop your skills in a fast-paced healthcare environment while making a meaningful difference in patients’ lives.

Pay: $24.90 - $25.00 per hour

Expected hours: 15.0 – 20.0 per week

Work Location: In person