Patient Experience Coordinator (Front Desk Operations Role)

Job Description

Job Description

Description:

AlluraMD is a multi-location medical aesthetics and concierge medicine practice offering advanced treatments in medical aesthetics, functional medicine, and regenerative medicine designed to improve overall well-being.

We are looking for a Patient Experience Coordinator , a role designed to serve as the welcoming presence and operational heartbeat of the practice. This is a hands-on front desk position that partners closely with providers and practice leadership to ensure every detail of the patient journey is seamless, polished, and aligned with AlluraMD’s luxury standards.

This role is ideal for someone who thrives in a fast-paced, high-touch wellness environment and takes pride in delivering exceptional service while supporting team success and business growth.

Why You’ll Love This Role

• You’ll be the first and lasting impression of AlluraMD, creating a warm, inspiring, and elevated experience for every patient
• You’ll gain valuable exposure to the aesthetics and longevity industry while learning the operational side of a growing multi-location practice
• You’ll work in a collaborative, high-energy environment where excellence, initiative, and professionalism are recognized
• You’ll play a direct role in supporting patient satisfaction, retention, and overall practice performance

Success in this role requires a proactive, detail-oriented professional who balances hospitality, organization, and confidence in promoting services.

What You’ll Do

• Greet and check-in patients warmly, ensuring forms, consents, and documentation are accurate and complete
• Capture procedure photos and support seamless patient flow
• Assist providers with patient preparation and procedural support
• Maintain clean, stocked, and welcoming treatment areas and front desk environment
• Accurately document procedures in EMR and review invoices for accuracy
• Respond to leads, voicemails, website inquiries, CRM messages, and patient texts within three business hours
• Follow up post-treatment and communicate concerns to providers promptly
• Monitor patient communications for urgent concerns and escalate when necessary
• Confidently educate patients on services, memberships, and wellness offerings
• Promote and upsell services and products to enhance the patient experience
• Support marketing initiatives, request Google reviews, and contribute to retention strategies
• Attend trainings and assist in all areas of practice operation as requested by management

The Goal of Your Role

To ensure every patient interaction reflects AlluraMD’s elevated standards—creating trust, delivering seamless service, and contributing to long-term patient retention and practice growth.

• Competitive Compensation
• Bonus Opportunities
• Paid Time Off*
• Paid Holidays*
• Medical, Dental, and Vision Insurance*
• 401(k) Retirement Plan with Company Match*
• Employee Treatment and Product Discounts
• Professional Development Opportunities
• Wellness-Focused Work Environment
• Growth and Advancement Opportunities

*Certain benefits are available only to employees who meet eligibility requirements, including full-time status and applicable waiting periods. Benefit offerings are subject to the terms of the applicable plan documents and may be modified by the Company at any time .

Schedule

40 hours per week, including:

• Two Saturdays per month (with a weekday off provided)
• Some evenings until 7:00 PM
• Flexibility to support other locations periodically as needed
  

AlluraMD is dedicated to a discrimination-free and harassment-free workplace, where all team members are respected, included, and treated with dignity. We make fair, unbiased decisions in hiring, compensation, training, evaluation, and termination, offering equal opportunities to all qualified candidates and employees. We actively address unconscious biases and work to foster an inclusive environment where everyone feels welcome.

NOTICE TO ALL APPLICANTS CONCERNING THE COMPANY

AlluraMD is a drug free workplace that complies with the State of Florida Drug Free Workplace Act and testing procedures. Please be aware of the following information concerning medical marijuana and the company stance concerning it.

Medical marijuana is available in a variety of forms. Medical marijuana that has a certain level of THC may show up on a drug test. Some medical marijuana does not have THC and will not show up on a drug test. A physician will know if the medical marijuana that they are prescribing would have enough THC to result in a positive drug test. Please consult with your physician to determine if the prescribed medical marijuana may result in a positive drug test.

AlluraMD is in agreement with the Federal Government that marijuana is an illegal controlled substance and will not recognize medical marijuana as a legitimate prescription for purposes of employment. A positive test result for marijuana will be treated the same as any other positive test result, even if an applicant or employee has a medical marijuana prescription containing THC.

A negative pre-employment drug test result is a condition of employment with this company. Applicants who test positive for marijuana will not be eligible for employment, regardless of prescription status.

What We’re Looking For:

• Minimum 6+ months answering phones (medical spa experience strongly preferred)
• Experience in a medical spa, dermatology office, boutique fitness, or luxury wellness practice preferred
• Sales or consultative communication experience (spa, fitness, wellness, retail)
• Comfort working in a fast-paced, multi-provider environment

Essential Qualities

Professional presence: Polished, warm, and aligned with the aesthetics industry

Patient-first mindset: Dedicated to delivering a consistent 5-star patient journey

Organized & proactive: Anticipates needs, maintains smooth patient flow, and handles details efficiently

Team player: Collaborative, respectful, and drama-free with a positive, energetic attitude

Growth-driven: Motivated to meet goals, contribute to revenue growth, and continuously improve