Front Office Coordinator (Patient Experience & Clinic Flow)
34 hours/week | 7 AM - 4:30 PM | Onsite | 4 days/week (Fridays Off)
Wisconsin Institute of Functional Medicine (WIFM) is seeking a Front Office Coordinator. This role is the conductor of the clinic.
You are the calm in the busy moments, the welcoming face patients remember, and the steady presence that helps providers do their best work. You don’t just “check people in” — you orchestrate the flow of the clinic, anticipate needs, and create an experience where patients feel genuinely cared for from the moment they walk in.
If you love people, notice details others miss, and can hold warmth and professionalism even on challenging days, this role may be for you.
We are hiring two Front Office Coordinators to work as a team at the heart of our clinic.
Our Core Values
RELIABILITY | TEAMWORK | INTEGRITY | PATIENTS FIRST
We do what we say we’ll do, support one another, and serve with excellence.
Who Thrives in This Role
This role is for you if you...
- Are genuinely a people person — not performative, but sincere
- Can stay calm, kind, and professional even when you’re internally stressed
- Notice details, patterns, and energy in a room
- Enjoy juggling multiple priorities without losing warmth
- Take pride in creating order, flow, and a welcoming environment
- Understand that how you make people feel matters as much as what you do
- Want to be part of something meaningful, not just clock in and out
This role is NOT for you if you...
- Prefer quiet, predictable work with minimal interaction
- Get easily flustered when plans change
- View patient interaction as an interruption to “real work”
- Are looking for a purely administrative or task-based role
- Struggle to maintain a friendly, professional presence under pressure
How You’ll Support Our Patients
As a Front Office Coordinator at WIFM, you’ll be a vital part of the care journey — managing day-to-day front office operations while also shaping how our patients feel from the moment they reach out to the moment they leave.
Clinic Flow & Coordination
- Orchestrate patient check-in and check-out with warmth, efficiency, and clarity
- Maintain awareness of what’s happening across providers, schedules, and rooms
- Anticipate bottlenecks and proactively help keep the day running smoothly
- Communicate in real time with providers, nurses, and PSRs to support clinic flow
- Schedule Mastery
- Deeply understand how each provider schedules and works
- Help manage schedule adjustments, late arrivals, cancellations, and add-ons
- Protect provider time while still prioritizing patient experience
- Know which patients need extra support, flexibility, or clear guidance
Patient Experience
- Be the welcoming, grounding presence at the front of the clinic
- Greet patients by name and help them feel seen and cared for
- Answer questions, provide guidance, and calmly handle concerns or confusion
- Maintain a positive, professional demeanor — even on busy or stressful days
Front-of-House Leadership
- Set the tone for professionalism, kindness, and composure at the front desk
- Support teammates during high-volume or challenging moments
- Hold standards around communication, organization, and follow-through
- Be a steady, solutions-oriented presence when things don’t go as planned
Skills & Abilities for Success
- Bring a steady, confident presence to every interaction
- Navigate complexity, competing priorities, and constant motion with grace
- Stay composed, warm, and communicative under pressure
- Anticipate patient and provider needs to elevate the overall experience
- Carry yourself with polish, professionalism, and emotional intelligence
- Are energized by service and naturally uphold a high standard
- Balance kindness with boundaries while protecting clinic flow
- Ability to work independently and take ownership of responsibilities
- Commitment to a clean, courteous, and professional workplace
Experience & Qualifications
- Minimum 3+ years of customer service, sales, and/or call center experience
- Strong verbal communication and emotional intelligence
- Comfort managing schedules, systems, and multiple moving parts
- Clear, compassionate communication — written and verbal
- Professional, warm demeanor with strong boundaries
- A collaborative spirit and the ability to take initiative
- Ability to adapt quickly and stay composed in a dynamic environment
- Familiarity with functional medicine is a plus, but not required — curiosity and a growth mindset matter more
- (Curiosity, adaptability, and a growth mindset matter more.)
Pay: $19.00 - $23.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- In your own words, what does a five-star patient experience look and feel like from start to finish?
- Tell us about a time you took initiative or improved a system without being asked.
- Describe a moment where you had to juggle multiple demands at once. How did you prioritize and respond?
- How do you typically receive feedback - and how has feedback helped you grow in the past?
- What qualities do you believe are essential for someone in a front-desk role in a healthcare setting?
- Describe a moment when your energy or attitude influenced a patient or coworker's experience in a positive way.
Work Location: In person
