Client Experience Coordinator / Medical Receptionist
Please apply on our website: https://answerservice.chevalwellness.com/job-ma-description
Location: Trinity / New Port Richey, Florida
Schedule: Full-Time, In-Person
Monday–Friday | 8:00 AM–5:00 PM
Includes Wednesday morning BNI networking meetings in Spring Hill
About Cheval Wellness
Cheval Wellness is a growing women’s wellness practice in Trinity, Florida, dedicated to helping women gain clarity, confidence, and control of their health through personalized hormone optimization, fertility support, metabolic wellness, and direct primary care.
Founded by Angela Mineo, DNP, APRN, Cheval Wellness was built on the belief that healthcare should feel personal. Our clients come to us because they want to feel heard, understood, and genuinely cared for—not rushed through a traditional medical office.
We are looking for an exceptional Client Experience Coordinator / Medical Receptionist to be the welcoming face of Cheval Wellness.
This is an in-person, front-office position for someone who is naturally warm, upbeat, detail-oriented, and highly responsible. You’ll greet clients as they arrive, keep the day running smoothly, respond to existing client needs, and make sure every interaction reflects the level of care and professionalism we want our clients to experience.
Our current team handles most new-client sales and lead follow-up, so this role is primarily focused on our existing clients and the in-office experience. However, you should still be comfortable confidently speaking with prospective clients, explaining our services, and helping them determine their next step when needed.
This role also includes representing Cheval Wellness in the local community through weekly BNI meetings and relationship-based networking.
Who We're Looking For
You might be a great fit if people would describe you as:
✔ Warm and bubbly — You genuinely enjoy talking with people and making them feel welcome.
✔ Empathetic — You can recognize when someone is frustrated, nervous, embarrassed, or overwhelmed and respond with kindness while still maintaining appropriate boundaries.
✔ Exceptionally responsible — If you say you're going to handle something, it gets handled. You don't need repeated reminders or constant supervision.
✔ Detail-oriented — You notice the misspelled name, the appointment scheduled incorrectly, the unsigned form, or the client question that never received an answer.
✔ Naturally curious and eager to learn — You enjoy understanding how things work, learning new systems, asking thoughtful questions, and becoming genuinely knowledgeable about the services and processes you support.
✔ Professional and polished — You understand that you are representing a boutique women's wellness practice and take pride in presenting yourself accordingly.
✔ Outgoing and relationship-oriented — You feel comfortable introducing yourself, meeting new people, building professional relationships, and representing the practice in networking settings.
✔ Calm under pressure — A ringing phone, a client standing at the desk, and three incoming messages don't make you lose your composure.
✔ Comfortable communicating — You can confidently communicate by phone, text, email, and in person without sounding robotic or overly scripted.
✔ Proactive — You look around and ask, “What needs to be done?” rather than waiting for someone to assign every task.
✔ Tech-comfortable — New software doesn't intimidate you, and you can learn systems quickly.
Most importantly, we are looking for someone who cares about doing things well.
What You'll DoCreate an Exceptional In-Office Experience
- Warmly greet every client who walks through our doors
- Check clients in and help them feel comfortable and welcomed
- Maintain a professional, organized, and inviting front-office environment
- Anticipate client and provider needs throughout the day
- Help create the personalized, high-touch experience Cheval Wellness is known for
Support Our Current Clients
- Answer incoming calls, texts, emails, and portal messages
- Help clients with scheduling, rescheduling, medication refill processes, program questions, payments, and general administrative needs
- Route clinical questions appropriately to the medical team
- Follow through on client requests rather than allowing issues to fall through the cracks
- De-escalate concerns professionally and empathetically
- Document communications accurately and thoroughly
Scheduling & Administrative Coordination
- Schedule consultations, follow-ups, labs, procedures, and other appointments
- Review the schedule for errors, missing information, or potential problems
- Help ensure required paperwork and administrative tasks are completed
- Maintain accurate client records and communication logs
- Assist providers and clinical staff with day-to-day administrative needs
- Complete assigned projects accurately and on time
Community Networking & BNI
- Attend our weekly BNI meeting every Wednesday morning in Spring Hill
- Represent Cheval Wellness professionally within the BNI chapter and local business community
- Build genuine relationships with other local professionals and referral partners
- Participate in networking conversations, one-to-one meetings, and referral-building activities associated with BNI
- Become knowledgeable enough about Cheval Wellness services to confidently explain who we help and when someone may be a good fit for our practice
- Help identify local businesses and professionals who may be strong referral or community partners
- Follow up appropriately with networking contacts and referral relationships
You do not need to be a high-pressure salesperson. We are looking for someone who enjoys people, can build rapport naturally, and is comfortable talking about what Cheval Wellness does.
Prospective Client Support
While another team member currently handles most new-client inquiries and sales, you will serve as backup when needed.
You should be comfortable:
- Speaking with women who are considering becoming clients
- Answering basic questions about Cheval Wellness and our services
- Explaining the next step in getting started
- Building rapport without sounding pushy or overly “salesy”
- Scheduling prospective clients for the appropriate consultation
- Representing Cheval Wellness confidently and professionally
What This Role Is NOT
This is not a position where you sit behind a desk waiting for the phone to ring.
Our front office is an important part of the client experience, and we're looking for someone who takes ownership of it.
There will be busy days, unexpected situations, clients who need extra patience, details that require follow-through, and opportunities to represent the practice outside of the office. We need someone who sees those things as part of providing excellent service—not as interruptions.
Qualifications
Required:
- Strong verbal and written communication skills
- Excellent attention to detail
- Reliable attendance and punctuality
- Ability to manage multiple priorities without becoming overwhelmed
- Comfortable using computers, scheduling systems, texting platforms, and electronic records
- Ability to communicate professionally with both happy and frustrated clients
- Comfortable meeting new people and representing the practice in networking environments
- Ability to maintain confidentiality and handle sensitive health information appropriately
- Professional appearance and demeanor
Preferred, but not required:
- Medical office or healthcare experience
- Reception, hospitality, concierge, or high-touch customer service experience
- Experience with electronic medical records or scheduling software
- Networking, community outreach, or relationship-building experience
- Experience in women's health, wellness, aesthetics, or another boutique healthcare environment
We are willing to train the right person.
For this position, personality, reliability, judgment, communication skills, and attention to detail matter just as much as having medical office experience.
What Success Looks Like
After you've settled into this role:
- Clients walk in and immediately feel welcomed.
- The front office feels calm, organized, and professional.
- Providers can focus on patient care because they trust that the front office is handled.
- Clients feel like someone knows who they are—not like they're calling a call center.
- When something goes wrong, you take ownership and help find a solution.
- You confidently represent Cheval Wellness at BNI and in the local community.
- You become the person the team can depend on to keep things moving.
Compensation & Benefits
- Competitive hourly compensation based on experience
- Full-time, Monday–Friday schedule
- Performance bonus opportunities
- Employee wellness benefits and discounts
- Student loan repayment programs
- Retirement investing options
- Training and professional development
- Opportunity for increased responsibility as Cheval Wellness continues to grow
Why Cheval Wellness?
We're a small, growing practice, which means every team member matters.
We care about providing excellent healthcare, but we also care deeply about how people feel while receiving it.
If you are warm, energetic, organized, polished, dependable, naturally curious, comfortable meeting new people, and the kind of person who notices the little things other people miss, we'd love to hear from you.
Job Type: Full-Time
Work Location: In Person — Trinity/New Port Richey, Florida
Please apply on our website: https://answerservice.chevalwellness.com/job-ma-description
Pay: $16.00 - $19.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Employee discount
- Loan repayment program
- Paid time off
- Uniform allowance
Work Location: In person
