Patient Concierge & Front Office Coordinator

At WIFH and Vital Living Healthcare, we believe exceptional patient experiences begin the moment someone contacts our office. As sister practices specializing in aesthetics, wellness, concierge medicine, hormone optimization, weight management, and preventive healthcare, we are committed to delivering personalized service and building meaningful relationships with every patient we serve.

POSITION SUMMARY

Our Patient Concierge & Front Office Coordinators are the face of our practices and play a critical role in our success. They are often the first and most frequent point of contact patients have with our team, and their ability to create trust, build relationships, and deliver exceptional service directly impacts the patient experience and the continued growth of our practices. As the first point of contact for both WIFH and Vital Living Healthcare, this position is responsible for creating the exceptional experience that sets us apart. From the first phone call to check-out at the end of a visit, our Patient Concierge & Front Office Coordinators ensure every patient feels welcomed, valued, supported, and cared for. This is much more than a traditional front desk position. We are looking for someone who genuinely enjoys connecting with people, thrives in a fast‑paced environment, anticipates needs, solves problems, and takes pride in creating meaningful experiences. The ideal candidate understands that every interaction matters and can turn routine moments into lasting impressions. Working in a patient‑facing role, the Patient Concierge & Front Office Coordinator manages patient logistics, supports our clinical teams, and helps ensure the seamless execution of office policies and procedures. They create a welcoming and calm environment for both patients and team members while serving as an essential member of our Administrative team. This position reports directly to the Assistant Operations Manager.

RESPONSIBILITIES

Patient Experience Deliver exceptional customer service to WIFH and Vital Living Healthcare patients in person, by phone, text, and email. Establish rapport and build relationships with new and existing patients. Greet patients, facilitate check‑in and check‑out, answer questions regarding products and procedures, and ensure an outstanding experience at every interaction. Encourage satisfied patients to share feedback and reviews following exceptional service experiences. Assist injectable patients with applicable loyalty program check‑ins and rewards opportunities. Scheduling & Communication Schedule appointments and manage provider schedules efficiently through PatientNow. Monitor patient flow and communicate patient arrivals, schedule changes, and delays to providers. Monitor and respond to incoming patient text messages, emails, and voicemails. Complete recall outreach to support ongoing patient care and retreatment scheduling, including treatment pathway follow‑up initiatives. Financial & Administrative Responsibilities Create invoices and quotes. Collect and post payments, including co‑pays and deductibles, and maintain accurate patient balances. Verify and update demographic and insurance information at each visit. Perform daily reconciliation of superbills and ensure sessions are accurately redeemed. Maintain accurate patient records and import required patient documentation into patient charts. Monitor electronic patient forms and ensure appropriate documentation is uploaded and maintained. Operations Support Maintain reception, retail, and common areas to ensure a welcoming environment. Restock products and refresh displays as needed to support monthly initiatives and promotions. Review loyalty program reports and conduct appropriate patient outreach. Send weekly review requests. Provide administrative support to the Operations and Sales/Marketing teams as assigned.

SCHEDULE & AVAILABILITY

Typical workweeks are Monday through Friday. Start and end times may vary based on business needs. One evening shift per week may be required. One Saturday per month is required and will be exchanged for a weekday off. Additional duties not listed may be assigned. We work in a collaborative team environment and jump in where needed to support one another.

QUALIFICATIONS

2+ years of customer service, hospitality, healthcare, medical office, or other patient‑facing experience required. Passion for creating exceptional experiences and building long‑term patient relationships. Exceptional communication and interpersonal skills. Strong organizational and multitasking abilities. Comfortable working in a fast‑paced environment while maintaining attention to detail. Experience with scheduling software and/or electronic medical records preferred. Experience in aesthetics, concierge medicine, luxury retail, or hospitality is highly valued. Ability to work independently and collaboratively as part of a team. Positive, professional attitude with a solution‑oriented mindset.

BENEFITS & PERKS

We believe in taking care of the people who take care of our patients. Eligible full‑time employees enjoy a comprehensive benefits package, including: Competitive compensation with monthly bonus opportunities Health, dental, and vision insurance 401(k) with employer matching Paid Time Off (PTO) Paid holidays An additional paid day off to celebrate your birthday Complimentary and discounted wellness and aesthetic treatments and products Employee pricing on retail products and services Opportunities for professional growth, cross‑training, and advancement within our organizations A supportive, collaborative team environment where we genuinely enjoy working together Many of our team members have been with us for years, and we take pride in fostering a culture built on teamwork, service, and doing what’s right for our patients. We are excited to welcome a new team member who shares our commitment to creating exceptional experiences and making a meaningful impact every day. Salary: Starting at $47,000 annually, plus monthly bonus opportunities. Compensation commensurate with experience. Location: Atlanta, GA (Perimeter Area) #J-18808-Ljbffr WIFH