Client Care Coordinator

Carmel, IN – Seeking Client Care Coordinator

Join our team as a Client Care Coordinator at MOOV Health & Wellness, where we are focused on outpacing aging through a physician-guided, personalized approach to wellness. In this role, you will deliver an elevated, concierge-level client experience while actively driving revenue. If you’re passionate about wellness and want to make a meaningful impact on people’s lives, we’d love for you to join our team.

The Opportunity

• Welcome members and guests into the facility, ensuring their first interactions are warm, genuine, and efficient.
• Answer patient and client inquiries in a timely and polite manner; either respond to inquiry or direct the caller to appropriate personnel while entering appropriate clerical notation into the documentation record (EHR, patient relationship manager, or booking software).
• Help members understand the benefits of each service.
• Provide a smooth startup for members on any equipment/service for which they are scheduled that day (i.e., Cryotherapy, Boost Pod, Compression, etc.).
• Maintain operations by following policies and procedures; reporting needed changes.
• Accurately document appointments, notes, and sales in Zenoti.
• Process payments, retail, memberships, and package sales correctly.
• Maintain confidentiality and HIPAA compliance at all times.
• Assist with daily reports, sales tracking, and front desk metrics.
• Know the retail range to assist with questions about the relevance and use of products.
• Protect patients’ and clients’ rights by maintaining confidentiality of personal and financial information. Serve as an expert concierge, preempting clients’ needs where practical and providing education on products and services.
• Verify consent forms, intake forms, and ensure a seamless handoff to clinical staff.
• Coordinate treatment flow to minimize wait times and maximize efficiency.
• Assist in daily center operations including opening and closing the center and maintaining a facility that is cared for and enticing.
• Educate clients on MOOV services, wellness programs, and treatment benefits.
• Convert consultations into booked services and packages.
• Confidently recommend add-ons, upgrades, and complementary treatments.
• Promote memberships, prepaid packages, and long-term wellness plans.
• Follow up with leads, missed opportunities, and post-treatment check-ins.
• Track personal sales performance and actively work toward monthly revenue goals.
• Send appropriate test kits, equipment, documents etc., to clients within 1 business day as directed by Provider.
• Support clients in understanding treatment plans and recommended protocols.
• Reinforce provider recommendations to increase treatment adherence.
• Schedule follow-up visits and ongoing care plans.
• Build long-term relationships with clients through consistent communication.
• Act as a liaison between providers, nurses, and clients to ensure continuity of care.
• Meet or exceed monthly sales and membership/package conversion goals.
• Help organize and participate in promotional events or community outreach activities.
• Celebrate, create, and collect customer testimonials, before/after transformations, and stories to highlight MOOV methodologies and facilitate business growth.

Required Experience and Competencies

• High School Diploma or GED equivalent required.
• Minimum two (2) years of experience in a medspa, medical office, luxury retail, or high-touch sales environment required.
• Proven sales experience with the ability to confidently close packages and memberships required.
• Previous customer facing experience required.
• Lifestyle Medicine, Functional Medicine, Integrative Medicine Certification preferred.
• Procedure Medical Aesthetics Training preferred.
• Experience in MedSpa, Health & Wellness preferred.
• Technological literacy to use various digital and virtual care platforms.
• Interest in health, wellness, and fitness.
• Ability to work flexible hours, including evenings and weekends as needed.
• Excellent verbal and written communication skills to effectively interact with staff, clients, and stakeholders.
• Strong customer service orientation, with the ability to deliver exceptional experiences and build client relationships.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Attention to detail and ability to maintain accurate records and documentation.
• Numerical aptitude.
• Ability to provide consistent results and meet business goals.
• Self-motivated and proactive, with the ability to work independently and as part of a team.
• Flexibility and adaptability to work in a dynamic and fast-paced environment.
• Operates with integrity, honesty, and transparency.
• Strong knowledge of current skin care products, trends, practices, and standards.
• Knowledge of health and safety regulations, ensuring compliance and creating a safe environment for clients and staff.
• Commitment to personal and professional growth, staying updated on industry advancements and best practices.
• Emotional intelligence and the ability to effectively manage and resolve conflicts among staff and clients.

The Practice

MOOV Health and Wellness

At MOOV, we believe that aging doesn’t have to mean slowing down. Our focus is helping individuals outpace aging by embracing a proactive approach to their health. Through a personal, pioneering, and physician-led approach, we offer solutions that promote physical, mental and emotional well-being, unlocking each member’s full potential.

The Community

• Carmel, Indiana, is a thriving city that combines suburban charm with urban sophistication, making it an exceptional place to work and call home.
• Known for its world-class infrastructure and amenities, Carmel boasts landmarks like the Center for the Performing Arts and the Monon Trail, offering cultural enrichment and outdoor recreation.
• The city's Arts & Design District features galleries, boutiques, and unique restaurants, adding vibrancy to daily life.
• Seasonal weather includes snowy winters, blooming springs, warm summers, and crisp autumns, ensuring year-round activities.
• Carmel’s proximity to Indianapolis provides easy access to professional sports, cultural attractions, and diverse job opportunities.
• The city is celebrated for its excellent schools, safe neighborhoods, and innovative roundabout system that enhances traffic flow.
• With its focus on quality of life, Carmel delivers a perfect balance of community spirit, modern conveniences, and economic opportunity.

Benefits & Beyond*

MOOV cares about the whole you. With our comprehensive compensation and benefits package, we are mindful of what matters most support your needs of today and your plans for the future.

• Superior health plan options.
• Medical, dental, vision, HSA/FSA, life coverage, and more.
• 401(k) retirement savings plans.
• Generous paid time off.
• Voluntary benefits and family planning support.
• Professional and career development programs.
• Employee Assistance Program (EAP).
• Wellness program.
• Commuter benefits.
• Student loan refinancing discounts.

*Benefits for part-time and per diem vary. Please speak to a recruiter for more information.

MOOV does not discriminate against any person on the basis of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information (including family medical history), veteran status, marital status, pregnancy or related condition, or any other basis protected by law. MOOV is committed to complying with all applicable national, state and local laws pertaining to nondiscrimination and equal opportunity. 

Applicants only. No agencies please.