Patient Experience and Front Office Coordinator

Patient Experience & Front Office Coordinator

At Restaura Health, we believe the patient experience begins long before a patient enters the exam room. We are seeking a warm, polished, experienced, and highly patient-centered Patient Experience & Front Office Coordinator to serve as the face of our practice and help create an exceptional experience for every patient from their first phone call through their in-office visit.

This role is ideal for someone who has significant experience working within holistic, integrative, functional medicine, wellness, aesthetics, or patient-centered healthcare environments and understands both the operational and emotional aspects of patient care.

This position combines front office administration, patient coordination, office management, and patient experience responsibilities. We are looking for someone who takes pride in creating an organized, welcoming, and efficient environment while ensuring every patient feels valued and cared for.

Position Overview

The Patient Experience & Front Office Coordinator is responsible for overseeing the day-to-day operations of the front office while ensuring a seamless and elevated patient experience. This individual serves as the primary point of contact for patients and plays a critical role in supporting providers, maintaining office organization, and ensuring the clinic operates efficiently.

This is much more than a traditional receptionist role. We are seeking a professional who understands healthcare workflows, wellness-focused care, and the importance of creating an exceptional patient journey from start to finish.

Key Responsibilities:

Patient Experience & Front Desk Operations

• Greet patients warmly and professionally upon arrival
• Answer incoming phone calls and patient inquiries with compassion and professionalism
• Schedule appointments and coordinate patient follow-up visits
• Guide patients through the intake, onboarding, and treatment process
• Ensure patients understand appointment preparation, paperwork, and next steps
• Assist with patient check-in and check-out procedures
• Promote and support the sale of provider recommended nutraceuticals, supplements, wellness products, and memberships while maintaining a patient-centered approach
• Maintain patient confidentiality and HIPAA compliance
• Help create a calm, welcoming, and elevated patient experience

Office Coordinator & Administration

• Maintain front office organization and daily operations
• Oversee all office, clinical, and patient supply inventory, including inventory tracking, ordering, vendor coordination, receiving shipments, and maintaining appropriate stock levels
• Ensure patient forms, educational materials, and office resources remain stocked and organized
• Maintain cleanliness and presentation of reception, waiting, and consultation areas

Provider & Clinical Support

• Prepare daily schedules and coordinate patient flow
• Assist providers with chart preparation and patient documentation needs
• Coordinate communication between providers, patients, and support staff
• Help facilitate referrals, records requests, and patient follow-up communications
• Support patient treatment plan implementation and scheduling

Practice Support

• Assist with memberships, wellness programs, and patient service offerings
• Support patient retention and follow-up initiatives
• Monitor patient satisfaction and identify opportunities to improve the patient experience
• Participate in team meetings and contribute ideas for operational improvements
• Assist with special projects, events, workshops, and community outreach initiatives as needed

Qualifications

• 3+ years of experience in a medical, wellness, functional medicine, chiropractic, holistic, aesthetics, or integrative healthcare setting preferred
• Strong understanding of patient care workflows and the patient experience
• Experience managing front office operations in a healthcare environment
• Knowledge of holistic, wellness, or functional medicine approaches preferred
• Experience with EMR systems, scheduling software, and Microsoft Office or Google Workspace
• Experience educating patients on and selling provider recommended nutraceuticals, supplements, wellness products, memberships, and treatment programs is highly preferred
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Professional appearance and demeanor
• High attention to detail and follow-through
• Ability to remain calm, positive, and solution-oriented in a fast-paced environment

Ideal Candidate

The ideal candidate is an experienced professional who genuinely enjoys helping people and understands that exceptional patient care begins long before the provider enters the room. They are highly organized, proactive, detail-oriented, and capable of managing both patient interactions and office operations with confidence and grace.

They understand that every phone call, every greeting, every follow-up, and every interaction contributes to the overall healing experience and reputation of the practice.

If you are passionate about creating exceptional patient experiences and thrive in a wellness-focused healthcare environment, we would love to hear from you.