Practice Operations & Patient Care Coordinator (Part-Time)
Bellissima Medspa & Wellness (Soon to be Bellissima Precision Health)
New Paltz, NY
Pay: $20–25 per hour (based on experience)
Job Type: Part-Time (approximately 25–30 hours per week)
Schedule: Primarily weekday business hours with occasional evening or weekend hours to support patient appointments, special events, or practice needs. Flexible scheduling with advance notice whenever possible.
About Bellissima
Bellissima Precision Health & Wellness is a boutique concierge medical practice specializing in hormone optimization, medical weight management, peptide therapy, functional and integrative medicine, and regenerative aesthetics.
Our mission is simple: to provide exceptional medical care while delivering an unmatched patient experience. We believe healthcare should be personalized, proactive, compassionate, and centered around helping patients become the healthiest version of themselves.
We're looking for an organized, dependable, compassionate professional to become an integral part of our growing practice.
This is not a traditional front desk position.
You'll become an essential member of a small team where every day is different, every detail matters, and every patient interaction reflects our commitment to excellence.
This is an outstanding opportunity for someone interested in expanding their knowledge of hormone optimization, wellness medicine, regenerative aesthetics, and personalized healthcare while working closely alongside an experienced nurse practitioner.
Position Summary
The Practice Operations & Patient Care Coordinator serves as the primary point of contact for our patients while supporting both the clinical and administrative operations of the practice.
You'll help create a seamless patient experience from the first phone call through ongoing follow-up while coordinating many of the behind-the-scenes responsibilities that keep our office running efficiently.
You'll work closely with the provider, helping coordinate patient care, organize workflows, communicate with patients, and ensure nothing falls through the cracks.
We're looking for someone who enjoys wearing many hats, takes pride in doing things well, and naturally takes ownership of their work.
Responsibilities Patient Care
- Welcome patients and create an exceptional first impression.
- Answer incoming phone calls with professionalism and warmth.
- Schedule consultations, follow-up appointments, and treatments.
- Monitor patients who are due for follow-up appointments and proactively contact them to schedule.
- Follow up with aesthetic patients to ensure they are happy with their results.
- Take standardized before-and-after patient photographs.
- Perform InBody body composition testing.
- Perform PNOĒ metabolic testing (training provided if needed).
Clinical Administrative Support
- Review medical histories for completeness and accuracy.
- Reconcile medication lists.
- Ensure consent forms are current and complete.
- Maintain accurate patient charts and documentation.
- Monitor laboratory portals for incoming results and upload them into patient charts.
- Send laboratory requisitions under provider direction.
- Track hormone and peptide prescription refill timelines.
- Prepare medication refill requests and enter medication orders to compounding pharmacies under provider supervision.
- Help coordinate prescription refills under provider direction.
- Serve as the communication liaison between patients and the provider, independently handling administrative questions while forwarding only medically appropriate concerns.
- Assist in keeping patients on schedule with recommended follow-up appointments, laboratory testing, and ongoing treatment plans.
Practice Operations
- Monitor patient memberships and recurring subscription payments.
- Contact patients regarding expired or declined payment methods.
- Process patient payments.
- Maintain inventory and assist with ordering supplies.
- Coordinate with vendors when appropriate.
- Maintain a clean, organized, and welcoming office environment.
- Assist with light housekeeping to ensure the office is always patient-ready.
- Anticipate the needs of the provider and help keep the practice running efficiently.
- Become a dependable "right hand" in the daily operations of the practice.
Marketing & Communication
- Monitor and respond to patient emails and portal messages.
- Assist with Mailchimp email campaigns.
- Help create and distribute monthly patient newsletters.
- Assist with creating social media content.
- Help film and edit Instagram Reels and other short-form videos (experience is a plus but not required).
- Capture patient photos and practice content for marketing purposes with appropriate patient consent.
- Help maintain a polished and consistent brand presence across patient communications and social media.
- Confidently explain our services and answer general questions from prospective patients.
Who We're Looking For
The ideal candidate is someone who:
- Is kind, compassionate, and genuinely enjoys helping people.
- Has exceptional customer service skills.
- Is highly organized with outstanding attention to detail.
- Is dependable, punctual, honest, and trustworthy.
- Takes initiative without waiting to be asked.
- Has excellent communication and follow-through.
- Presents themselves with a polished, professional appearance.
- Takes pride in maintaining a clean, organized, and welcoming healthcare environment.
- Is comfortable learning new technology and software.
- Can multitask while maintaining accuracy and professionalism.
- Thrives in a fast-paced environment where every day is different.
- Understands the importance of patient confidentiality.
- Has a genuine appreciation for health, wellness, and healthy living.
- Leads by example and enjoys supporting others on their health journey.
- Understands that, as a patient-facing member of our team, they represent the values and mission of our practice.
- Wants to become an important part of a growing practice rather than simply filling a position.
- Is willing to jump in wherever needed because they understand every detail contributes to the patient experience.
Preferred Qualifications
Experience in any of the following is a plus, but not required:
- Medical office administration
- Electronic Medical Records (EMR)
- Medical assisting
- Phlebotomy
- Medical aesthetics
- Hormone replacement therapy
- Functional or integrative medicine
- Personalized or concierge healthcare
- Medical terminology
- Mailchimp
- Canva
- Photography or videography
- Creating Instagram Reels or short-form video content
- Inventory management
We are happy to train the right person who demonstrates professionalism, initiative, integrity, curiosity, and a genuine desire to learn.
Why You'll Love Working Here
- Flexible part-time schedule.
- Opportunity to learn advanced wellness medicine, hormone optimization, peptide therapy, and regenerative aesthetics.
- Variety in your work, no two days are the same.
- Meaningful relationships with patients.
- Close collaboration with an experienced nurse practitioner.
- Opportunity to contribute ideas and help grow the practice.
- Positive, supportive, patient-centered work environment.
- A role where your work truly matters and makes a difference every day.
About You
You're the type of person who notices the little things before anyone else does.
You enjoy creating order, take pride in doing things well, and naturally step in wherever you're needed. You're equally comfortable helping a patient feel at ease, organizing the day's priorities, filming a quick social media video, answering phones, or making sure the office looks immaculate before the next patient arrives.
You don't believe any task is beneath you because you understand that exceptional patient care is built on hundreds of small details done well.
You enjoy learning, embrace new challenges, and are excited to grow both personally and professionally alongside a practice that is continually evolving.
You're looking for more than just a job- you want to become an important part of a small practice where your work truly makes a difference.
If this sounds like you, we'd love to meet you.
How to Apply
Please submit:
- Your resume
- A cover letter
- Any relevant certifications or licenses
In your cover letter, we'd love for you to tell us:
- Why are you interested in joining Bellissima Precision Health & Wellness?
- What qualities, skills, or experiences make you a great fit for this position?
- Tell us something about yourself that isn't listed on your resume.
As part of the interview process, selected candidates may be asked to complete a brief skills assessment, participate in a paid working interview, and provide professional references.
We are looking for someone interested in building a long-term role within our growing practice. Reliability, initiative, professionalism, kindness, attention to detail, and a genuine desire to care for our patients are more important to us than experience in every aspect of the job. We are happy to train the right person.
Because our practice is centered around wellness, we are especially interested in candidates who value healthy living and are excited to support others on their health journey.
Please note: We carefully review every application. Thoughtful cover letters that answer the questions above will be given priority consideration.
We look forward to meeting someone who shares our passion for exceptional patient care and helping people live healthier, happier lives.
Pay: $20.00 - $25.00 per hour
Benefits:
- Employee discount
- Paid training
- Professional development assistance
Work Location: In person
