Patient Intake & Care Coordinator (Lead Conversion Focus)
Dynamic Life Health Center | Dallas–Fort Worth Area]
High-responsibility intake role managing all inbound patient inquiries in a private-pay functional medicine practice. This position is focused on converting leads into scheduled new patient visits through phone, text, email, and CRM follow-up. Not a front desk or administrative-only role. Requires strong communication, follow-up discipline, and comfort discussing cost and care investment.
Dynamic Life Health Center is an established functional medicine practice helping patients uncover and address the root causes of chronic health concerns through advanced diagnostics and personalized, root-cause care.
We are seeking an exceptional Patient Intake & Care Coordinator (Lead Conversion Focus) to serve as the primary point of contact for all prospective patients, responsible for managing communication from initial inquiry through scheduled new patient visit.
This is not a traditional front desk or receptionist role.
This is a high-touch, conversion-focused position responsible for managing and converting all inbound prospective patient inquiries across phone, text, email, website forms, and CRM systems.
Success in this role requires confidence discussing a private-pay healthcare model, including fees, recommended testing, and the investment required for care. You must be comfortable communicating value, handling objections, and guiding patients toward informed scheduling decisions.
Role Focus
Your primary responsibility is new patient intake, follow-up, and conversion of all inbound inquiries into scheduled appointments.
You are the first and primary point of contact for every prospective patient interaction.
Secondary support:
- Front office and administrative tasks (as needed)
- Collaborate with our external marketing partner on content and posting on social media platforms, respond to social media inquiries, and google reviews
- In-house events and community outreach
Primary focus remains intake and conversion.
Key Responsibilities
- Respond promptly to all inbound patient inquiries (phone, text, email, web, CRM, referrals, social)
- Build trust and rapport quickly with prospective patients
- Understand patient concerns and goals
- Educate patients on services and functional medicine care model
- Clearly communicate fees, testing, and care recommendations
- Handle objections professionally and confidently
- Maintain consistent follow-up until scheduling decision is made
- Convert qualified inquiries into scheduled new patient visits
- Maintain accurate HIPAA compliant CRM/ERM documentation and communication tracking
- Coordinate scheduling and intake logistics
- Ensure a seamless experience from first contact to first visit
Qualifications
Required
- 2+ years in one of the following:
- Functional medicine, concierge medicine, wellness, or med spa
- Healthcare coordination or healthcare sales
- High-end consultative sales or conversion-based roles
- Patient intake or similar client-facing coordination roles
- Demonstrated ability to convert inquiries into scheduled appointments
- Strong communication, follow-up, and relationship-building skills
- Comfortable discussing private-pay services and financial investment in care
- Experience handling objections and guiding decisions
- Strong organization and attention to detail
- CRM & ERM experience
- Experience managing social media messaging and engagement across platforms
- Competent working with Microsoft office and other business technologies
Preferred
- Private-pay healthcare experience
- Functional or integrative medicine background
- Experience tracking leads or conversion performance
Compensation
$20–$23/hour base
- performance-based bonus incentives tied to completed new patient visits
Who Succeeds Here
This role is best suited for someone who is proactive, confident, and highly skilled in consultative communication. You are comfortable leading conversations, following up persistently, and helping people make informed decisions about investing in their health.
This is not a fit for candidates seeking a purely administrative or traditional front desk role.
Application Note
Apply only if you have experience converting inquiries, leads, or consultations into scheduled appointments or revenue-generating outcomes.
- Medical, dental, and vision plans available
- Paid time off (PTO)
- Paid holidays
- Paid birthday off
- Discount on services and products
Location and Schedule
- IN-PERSON ONLY position based in Southlake, TX
- Full-time, Monday–Friday, 9:00 AM–5:30 PM
Please provide three professional references with direct contact information. References should be able to speak to your performance in a professional setting (e.g., physician, manager or supervisor).
Pay: $20.00 - $23.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- This role requires consistent follow-up via phone, text, email, and CRM until a scheduling decision is made. Are you comfortable with this expectation?
- This is a conversion-focused intake role, not a traditional front desk or receptionist position. Are you comfortable being evaluated on patient scheduling and conversion outcomes?
- Do you have 2+ years of experience in patient intake, healthcare sales, concierge medicine, med spa, wellness clinic, or consultative client conversion roles?
- Have you personally been responsible for converting inquiries or leads into scheduled appointments or paid services?
- Are you comfortable discussing pricing, fees, and financial investment in healthcare or high-end service environments?
- Have you worked in a private-pay healthcare, med spa, concierge medicine, or high-end consultative service environment?
- The base pay for this role is $20–$23/hour plus performance-based bonuses tied to completed new patient visits. Are you comfortable with this structure?
Ability to Commute:
- Southlake, TX 76092 (Preferred)
Work Location: In person
