Wellness Coordinator

The Wellness Coordinator serves as the welcoming, knowledgeable first point of contact for all clients. This role combines front-desk duties with a strong understanding of IV vitamin therapy and related wellness services. The coordinator handles phone inquiries, in-person questions, scheduling, payments, and checkout, while ensuring excellent customer service and smooth operational flow. The ideal candidate is personable, organized, detail-oriented, tech-savvy, and passionate about wellness and patient care.

Key Responsibilities:

• Customer Interaction
• Answer and route phone calls professionally; respond to inquiries about services, packages, pricing, and promotions.
• Greet clients warmly, verify appointments, collect required information, and address general questions about treatments and protocols.
• Maintain a calm, friendly, and informative demeanor to ensure a positive patient experience.
• Scheduling and Appointment Management
• Schedule, confirm, and reschedule IV therapy appointments, consultations, and related services.
• Maintain the appointment calendar, minimize wait times, and communicate any scheduling changes promptly.
• Coordinate with medical staff or lead clinician for treatment-specific availability and requirements.
• Treatment Information and Education
• Provide accurate, up-to-date information on IV vitamin therapy, infusion options, vitamin blends, hydration protocols, and additional wellness services (e.g., vitamin shots, and membership plans).
• Help clients determine suitable services based on their health goals and preferences; know when to escalate to clinician for medical questions or contraindications.
• Stay informed about contraindications, safety protocols, and aftercare guidelines; communicate these to clients as appropriate.
• Checkout, Payments, and Transactions
• Process point-of-sale transactions accurately (payments, deposits, memberships, packages, and gift cards).
• Ensure proper intake forms, consent documentation, and HIPAA-compliant handling of sensitive information.
• Provide clear explanations of pricing, packages, cancellation policies, and refunds.
• Office Operations
• Keep the front desk area organized, tidy, and fully stocked with client forms, brochures, and supplies.
• Monitor inventory of patient education materials, medical forms, and appointment reminders.
• Assist with light administrative duties as needed (email follow-ups, data entry, reporting).
• Collaboration and Communication
• Coordinate with clinicians, nurses, or technicians to optimize patient flow and service delivery.
• Communicate client needs and feedback to the appropriate team members for continuous improvement.
• Participate in staff meetings and contribute to process improvements.
• Customer Experience and Culture
• Cultivate a welcoming, knowledgeable, and supportive environment.
• Anticipate client questions and proactively provide helpful information.
• Handle escalations professionally, documenting issues and resolutions.

Qualifications:Ideal candidate should have at least 1-3 years of customer service in a similar role.

Pay: $16.00 - $18.00 per hour

Work Location: In person