Houston Medical Wellness Clinic
Houston, TX 77057
Full-Time | In Person
$18–$24/hour, depending on experience + performance bonus opportunities
About the Position
Houston Medical Wellness Clinic is looking for an exceptional Front Desk Patient Coordinator to become one of the primary faces and voices of our practice.
This is not simply a receptionist position.
We are looking for someone who is intelligent, highly organized, naturally friendly, professional, detail-oriented, and capable of managing several priorities at the same time without becoming overwhelmed or allowing things to fall through the cracks.
Our ideal candidate is the person who notices what needs to be done and handles it.
You should be comfortable switching quickly between greeting patients, answering phones, scheduling appointments, collecting payments, responding to messages, updating patient records, helping a provider, and following up with prospective patients—all while maintaining a welcoming, calm and polished front-desk experience.
If you enjoy staying busy, interacting with people, solving problems and keeping an office organized, you may be a great fit for our team.
The Person We're Looking For
You are:
- Extremely friendly and personable. Patients should feel welcomed from the moment they walk through the door or call the office.
- Professional and polished. You understand that you represent the practice through your communication, attitude and presentation.
- Sharp and quick to learn. You can understand new systems, instructions and workflows without needing to be told the same thing repeatedly.
- An excellent multitasker. You can prioritize several competing demands while remaining calm and accurate.
- Detail-oriented. Names, appointment times, payments, messages, paperwork and patient information need to be correct.
- Proactive. You don't wait for someone to point out every task that needs attention.
- A strong communicator. Your phone, text, email and in-person communication is clear, warm and professional.
- Comfortable with technology. Learning new software should not intimidate you.
- Reliable and punctual. Our patients and medical team depend on the front desk being prepared and operational.
- Confident but not pushy. You are comfortable explaining services and helping an interested patient move forward with scheduling or purchasing a package.
- A team player. When the clinic gets busy, everyone helps.
Most importantly, you take pride in doing things correctly and providing an exceptional patient experience.
Primary ResponsibilitiesFront Desk & Patient Experience
- Greet every patient warmly and professionally.
- Manage patient check-in and check-out.
- Answer incoming phone calls, texts and emails promptly.
- Schedule, confirm, reschedule and coordinate appointments.
- Respond to new patient inquiries and convert appropriate inquiries into scheduled appointments.
- Collect payments, copays and outstanding balances.
- Maintain an organized, professional and welcoming reception area.
- Help ensure patients move smoothly through their visit.
- Rebook eligible patients before they leave whenever appropriate.
- Follow up with patients after visits when needed.
Administrative & Medical Office Support
- Maintain accurate demographic and patient information.
- Enter and update information in the electronic medical record.
- Scan, upload and properly route documents.
- Relay messages accurately to providers and clinical staff.
- Protect patient confidentiality and follow HIPAA requirements.
- Maintain organized electronic and physical records.
- Assist with basic reports, patient lists and administrative projects.
- Perform end-of-day payment/POS reconciliation when assigned.
- Identify scheduling, documentation or administrative errors before they become problems.
Scheduling & Patient Follow-Up
- Confirm upcoming appointments.
- Follow up with cancellations and missed appointments.
- Contact patients who need to schedule follow-up care.
- Work reactivation lists and previous patient inquiries.
- Help reduce no-shows through professional reminders and communication.
- Maintain an organized follow-up system so opportunities and patient requests are not forgotten.
Patient Services & Sales Support
We do not expect aggressive sales.
We do expect the person at our front desk to be able to confidently explain our services, answer basic non-clinical questions and help interested patients take the next step.
Responsibilities may include:
- Explaining available services, memberships and packages using provided information.
- Helping prospective patients select and schedule the appropriate consultation.
- Following up with interested leads who have not yet scheduled.
- Presenting available upgrades or packages when appropriate.
- Tracking basic metrics such as appointments booked, rebooking and patient follow-up.
Social Media & Marketing Support -- Nice to Have, NOT Required.
This is a secondary responsibility, not the primary function of the position.
Depending on experience, you may occasionally:
- Capture simple patient-approved photos or short videos.
- Help post clinic photos, Stories or Reels.
- Assist with basic Canva graphics.
- Respond to non-clinical social media messages.
- Request reviews from happy patients.
- Help maintain our Google Business Profile and online reputation.
- Assist with templated email or SMS campaigns.
Required Skills
- Excellent spoken and written English.
- Strong phone presence.
- Excellent customer-service skills.
- Strong organizational and multitasking ability.
- High attention to detail.
- Comfortable working with computers and learning new software.
- Working knowledge of Microsoft Office and/or Google Workspace.
- Ability to type accurately and efficiently.
- Professional communication and presentation.
- Ability to handle confidential medical information appropriately.
- Dependable transportation and reliable attendance.
Experience
Preferred: 2+ years in one or more of the following:
- Medical front desk
- Medical administration
- Patient coordination
- Concierge medical practice
- Med spa
- Plastic surgery
- Dermatology
- Dental office
- Wellness clinic
- Other high-touch healthcare or professional patient/client-facing environment
Exceptional candidates with strong transferable experience in hospitality, customer service or another high-end client-facing environment may also be considered.
Experience with EHR/EMR software is strongly preferred.
Experience with Amazing Charts, Weave, Canva, Mailchimp, Shopify or similar platforms is a plus.
Spanish-speaking is a plus but not required.
What Success Looks Like
A successful Front Desk Patient Coordinator:
- Knows what is happening throughout the clinic.
- Keeps the schedule organized.
- Answers calls and messages promptly.
- Makes patients feel genuinely welcomed.
- Rarely allows details to fall through the cracks.
- Recognizes problems before they become bigger problems.
- Keeps accurate patient records.
- Helps maintain a strong appointment show rate.
- Rebooks patients when appropriate.
- Follows up consistently.
- Communicates effectively with providers and staff.
- Contributes to a positive, energetic and professional office environment.
Compensation
$18–$24/hour depending on experience and ability
Performance-based bonus opportunities may be available for measurable goals such as patient rebooking, scheduling, follow-up and other clinic performance metrics.
Benefits
- Employee discounts
- Free parking
Expected hours: 30–40 hours per week
Work location: In person – Houston, TX 77057
Job Type: Full-time
Pay: $18.00 - $27.25 per hour
Expected hours: 30.0 – 40.0 per week
Benefits:
- Employee discount
- Flexible spending account
- Free parking
- Health savings account
Application Question(s):
- This is an in-person position requiring approximately 30–40 hours per week. Are you available and willing to work this schedule consistently?
- Reliable attendance and punctuality are essential to this position because the front desk must be ready before patients arrive. Can you consistently arrive on time for scheduled shifts, meetings, and interviews?
- Briefly describe your medical front desk or medical administrative experience. Please include the type of medical practice, your job title, approximately how long you worked there, and your primary responsibilities. --- Please also mention whether you personally handled:
Patient check-in/check-out
Scheduling
Phone calls
Patient messages
Payments
EHR/EMR documentation
Medical records
Follow-up calls
Insurance or benefits
Patient sales, memberships, or packages
- You are checking out a patient who needs to make a payment and schedule a follow-up appointment. At the same time, a new patient walks through the door, the phone begins ringing, and a provider asks you for something. What would you do, and in what order would you handle these responsibilities? --- Briefly explain Why you chose that order.
- Tell us about a specific time you noticed an error, inconsistency, or important detail that someone else had missed at work. What did you notice, what did you do, and what was the outcome?
- A patient arrives for an appointment and is frustrated because they have been waiting longer than expected. They approach the front desk visibly upset and say, “I've been sitting here forever. Does anyone here know what they're doing?”
How would you respond to the patient and handle the situation?
- A prospective patient calls and says:
"I saw your clinic online and I'm interested in IV therapy, but I'm not really sure what I need. Can you tell me about it and how much it costs?"
How would you handle the conversation with the goal of helping the patient and, when appropriate, getting them scheduled for an appointment?
We are not looking for aggressive sales. We are looking for someone who can be warm, confident, informative, and comfortable asking a prospective patient to schedule.
- Please write the exact text message you would send to a patient in the following situation:
The patient is named Sarah. She has an appointment tomorrow at 2:00 PM. You need her to confirm the appointment and arrive approximately 10 minutes early.
Write the message exactly as you would send it to the patient.
Please do not simply describe what you would say.
- Please list the computer programs, medical software, EHR/EMR systems, communication platforms, or other office technology you have personally used.
Examples may include:
Amazing Charts
Athena
Elation
Epic
eClinicalWorks
Weave
Spruce
OhMD
Microsoft Office
Google Workspace
Gmail
Excel
Google Sheets
Canva
Mailchimp
Shopify
POS/payment systems
Scheduling software
Social media platforms
Please list only systems you have actually used and briefly indicate your level of comfort with them.
- This is a highly patient-facing position. We expect consistently professional communication, conduct, grooming, and presentation appropriate for a medical wellness practice. Are you comfortable maintaining that standard every day you are at work?
- What specifically makes you a strong candidate for a fast-paced front desk position where you will be expected to stay organized, communicate with patients, multitask, solve problems, learn quickly, and take initiative without constant supervision?
Please give us a specific answer rather than simply stating that you are a “hard worker” or “people person.”
- If we spoke with your most recent supervisor, what are two positive things they would say about the way you work, and what is one area they would say you could improve?
- LinkedIn Profile, Instagram or Facebook
If you have a LinkedIn, Instagram or Facebook profile, please provide the URL below.
A LinkedIn profile, Instagram or Facebook is helpful but is not required for consideration.
Experience:
- working in a medical office as admin: 2 years (Required)
Ability to Commute:
- Houston, TX 77057 (Required)
Work Location: In person
