Patient Coordinator | Functional Medicine
Revivall Holistic Health | Celina, TX
Full-Time | In-Person | Monday–Friday
$18.00–$22.00 per hour, based on experience
About Revivall
Revivall Holistic Health is a growing functional and integrative medicine clinic in Celina, TX. We take a personalized, root-cause approach to care and help patients with concerns including hormones, thyroid health, fatigue, metabolic and weight concerns, gut health, and overall wellness.
We are a private, cash-pay practice with a strong focus on providing an exceptional, personalized patient experience.
The Role
We are looking for a Patient Coordinator who is highly organized, confident, personable, proactive, and excellent at communicating with people.
This is much more than a traditional front-desk position.
You will work closely with an assigned provider and take ownership of the administrative side of her patient panel. You will help keep her schedule organized, make sure patients are prepared for appointments, coordinate labs and paperwork, communicate next steps, handle routine administrative issues, and make sure nothing falls through the cracks.
You will also be an important part of our new-patient experience. When someone calls, texts, or submits an inquiry because they are interested in becoming a patient, you should be comfortable having a real conversation with them, understanding what they need, explaining how our clinic works, answering questions about services and pricing, and confidently helping qualified prospective patients move forward with booking.
You do not need to be a pushy salesperson. You do need to be someone who communicates confidently, builds trust quickly, follows up consistently, and is comfortable asking someone if they are ready to schedule.
We have two Patient Coordinator positions within the clinic. Each coordinator primarily supports one provider but is cross-trained to support the other. You should be able to confidently step in and provide coverage when your teammate is out without clinic operations falling apart.
If you are the kind of person who notices what needs to be done, stays two steps ahead, remembers the details, communicates well, and genuinely enjoys helping both patients and your team, you may be exactly who we're looking for.
What You'll Be Responsible For
Owning Your Provider's Patient Workflow
- Serve as the primary administrative point of contact for your assigned provider and her patients
- Manage the provider's schedule, including new appointments, follow-ups, reschedules, confirmations, cancellations, and waitlist opportunities
- Monitor the schedule proactively and identify gaps, conflicts, or problems before they disrupt the day
- Make sure patients complete required labs, forms, consents, and other pre-visit requirements on time
- Send lab orders, consent forms, questionnaires, pre-visit instructions, and other required information
- Upload and organize labs, medical records, and documents within our EMR
- Coordinate follow-up appointments and next steps after visits
- Track outstanding patient tasks and follow up when something is missing
- Communicate with patients through phone, text, secure portal messaging
- Document patient communications accurately
- Provide appropriate administrative post-visit instructions and follow-up
- Help resolve routine pharmacy, prescription, lab, scheduling, and administrative issues
- Route clinical questions and refill requests to the appropriate provider
- Collect payments and verify prepaid services when applicable
- Clearly communicate and consistently enforce clinic scheduling, cancellation, payment, and communication policies
- Help ensure patients do not get lost between visits or leave without knowing their next step
New Patient Inquiries & Booking
- Respond promptly and professionally to prospective patients who contact the clinic by phone, text, website inquiry, or other channels
- Ask thoughtful questions to understand what the prospective patient is struggling with and what they are looking for
- Understand our different consultation options and services well enough to guide someone toward the appropriate starting point
- Clearly explain our cash-pay model, consultation process, pricing, labs, and what patients can expect
- Confidently answer common questions and address hesitation about getting started
- Follow up with interested prospective patients who do not immediately schedule
- Build trust and rapport while maintaining professional boundaries
- Help qualified prospective patients confidently move forward with booking
- Keep track of leads, follow-ups, and booking status
Supporting the Clinic & Team
- Cross-train on the other Patient Coordinator's workflows and provide coverage when she is out
- Help answer phones and patient messages during busy periods, regardless of which provider the patient sees
- Assist with patient flow and basic clinical support when needed and appropriately trained
- Obtain vital signs and help prepare rooms or procedure supplies when needed
- Keep patient-facing areas organized, stocked, clean, and professional
- Assist with medical and office supply inventory and restocking
- Jump in when the clinic is busy and help solve problems rather than waiting for someone else to handle them
Who We're Looking For
We care about how you think, communicate, and work just as much as the title of your previous position.
You may be an excellent fit if you:
- Have experience in a medical office, functional/integrative medicine practice, med spa, wellness clinic, concierge practice, dental office, aesthetics practice, or another high-touch patient environment
- Have experience with patient coordination, medical administration, scheduling, new-patient intake, customer service, treatment coordination, sales, or lead follow-up
- Are exceptionally organized and naturally keep track of details
- Are confident and personable on the phone
- Write clearly and professionally
- Are comfortable discussing pricing and asking someone if they are ready to schedule
- Can provide excellent patient service while still confidently enforcing clinic policies and boundaries
- Can manage multiple competing priorities without becoming overwhelmed or forgetting tasks
- Are comfortable learning EMRs, patient portals, scheduling systems, lab platforms, pharmacy workflows, and other technology
- Learn quickly and retain information
- Take ownership of problems and look for solutions before escalating them
- Do not need someone constantly reminding you what needs to be done
- Notice when something is missing, late, incorrect, or about to become a problem
- Are dependable and understand that when you are not doing your job, it directly affects your provider, patients, and teammates
- Thrive in a small, growing company where everyone is expected to contribute
- Want a position you can grow into rather than simply a job where you complete a checklist and go home
Experience
At least 1 year of relevant experience is strongly preferred.
Experience in any combination of the following is especially valuable:
- Medical office administration
- Patient coordination
- New-patient intake
- Functional or integrative medicine
- Hormone or wellness clinics
- Med spa or aesthetics
- Concierge or cash-pay healthcare
- Treatment coordination
- Medical assisting
- Consultative sales
- Lead follow-up and conversion
- EMR or patient portal management
BLS certification required and can be obtained after hire if needed.
Schedule & Compensation
- Full-time
- Monday–Friday
- In-person in Celina, TX
- No weekends
- $18.00–$22.00 per hour, based on experience
Reliable attendance is essential for this position because you will directly support a provider, her patients, and the rest of the clinic team.
Benefits
- Employee discounts
- Paid training
- On-the-job training
- Wellness benefits
- Consistent weekday schedule
- Opportunities for increased responsibility and advancement
- No insurance billing
Job Type: Full-time
Pay: $18.00 - $22.00 per hour
Benefits:
- Employee discount
- Opportunities for advancement
- Paid training
Medical Specialty:
Application Question(s):
- What interests you about working in functional and integrative medicine?
- Tell us about your experience in a medical, wellness, med spa, dental, concierge, or other patient-facing environment. What were you personally responsible for?
- Tell us about any experience you have with new-patient inquiries, sales, lead follow-up, treatment coordination, or converting prospective clients or patients into bookings.
- You have a patient standing at the front desk, the phone is ringing, two patient messages need responses, and your provider asks you for something. How would you prioritize the situation?
- Are you comfortable confidently explaining pricing, collecting payments, enforcing clinic policies, and discussing a cash-pay healthcare model with patients?
Experience:
- medical office or clinic: 1 year (Preferred)
Work Location: In person
