Eau Claire Acupuncture is hiring a full time Patient Experience Coordinator to help manage the daily flow of our growing acupuncture and holistic health clinic. We're looking for someone who wants to grow with us, not just fill a position.
Our clinic provides acupuncture, herbal medicine, nutrition, BioScan services, and holistic care for patients seeking support with fertility, women’s health, pain, stress, chronic conditions, and overall wellness. We are looking for someone who can help protect the patient experience from the first phone call through checkout and follow-up scheduling. This position will report directly to the clinic owner and oversee other team members.
This is not a traditional receptionist role. This role manages the daily operations of the clinic and owns the patient experience from first contact through checkout and follow-up. This person oversees schedule flow, front desk systems, patient communication, rebooking, new patient tracking, dropped-off patient follow-up, unused package tracking, inventory/vendor coordination, and coverage planning.
Primary focus: smooth clinic flow, strong patient conversion + retention, clear communication, organized systems, and reduced stress for providers and staff.
Primary Responsibilities
- Manage daily front desk operations
- Create a warm, professional, and organized patient experience
- Greet, check in, and room patients
- Check out patients, collect payments, and schedule follow-up visits
- Answer phone calls, emails, and text messages
- Support new patient inquiries and scheduling
- Help patients understand their next steps and treatment plans
- Monitor provider schedules and help maintain healthy clinic flow
- Use the waitlist to fill cancellations when possible
- Track patients who need to be rescheduled or followed up with
- Monitor unused packages and encourage utilization
- Coordinate front desk coverage for illness, vacation, and high-volume days
- Support provider communication and patient handoffs
- Maintain opening and closing systems (cash drawer, bank deposits, restocking)
- Help train and support front desk team members, delegate + monitor tasks
- Escalate patient concerns to the clinic owner when needed
- Order and maintain supplement inventory
- Keep common areas and treatment rooms clean and tidy at all times
- Comfortably and confidently respond to new patient leads and convert them into bookings
- Assist providers in patient care as needed: taking off cups, ultrasound
- Turn over treatment rooms between visits
- Maintain accurate web presence: update Google Business by securing reviews, keeping hours update, edits to website
- Weekly meetings with internal staff/owner + external coaching
- Coordinate with vendors as needed (linen service, water service)
- Other skills to increase value: manage social media tasks, simple payroll reporting, statistical reporting, monitor texts in off hours
Ideal Candidate
You’re probably our person if…
- You genuinely love connecting with people
- You thrive in a busy environment
- You can juggle many moving pieces without becoming overwhelmed
- You're incredibly organized
- You notice the little details others miss
- You stay calm under pressure
- You solve problems instead of waiting for someone else to fix them
- You confidently communicate with warmth and professionalism
- You work well independently while being a dependable teammate
- You're always looking for ways to improve
- You’re able to follow systems and protocols
- You’re adaptable to change & embrace growth
- You’re interested in holistic health, acupuncture, and wellness
Bonus experience
- Leadership or management
- Healthcare or clinical office
- Social media and marketing
- Customer service or hospitality
Success in This Role Looks Like
- Patients feel welcomed, supported, and clear on their next steps
- Providers can focus on patient care without unnecessary interruptions
- The schedule is organized and optimized
- Patients are consistently rebooked according to their care plans
- Communication is timely, accurate, and warm
- Feedback is well received and implemented
- Tasks are completed independently with confidence
- The clinic feels calm, efficient, and well-run
Experience
Prior experience in a medical, wellness, spa, chiropractic, dental, or service-based office is helpful, but not required for the right person. Strong communication, reliability, ownership, execution, and organization are most important.
Pay: $18.00 - $21.00 per hour
Benefits:
- 401(k) matching
- Employee discount
- Gym membership
- Paid training
Work Location: In person
