Clinic Front Desk Coordinator

About the role

The Clinic Front Desk Coordinator serves as the first point of contact for members, guests, and healthcare partners entering the Wellness Clinic. This role provides administrative and customer service support to ensure efficient clinic operations, accurate scheduling, proper documentation, and timely communication.

Responsibilities

• Greet all members, visitors, and staff entering the Wellness Clinic warmly and professionally.
• Answer all phone calls promptly; route calls, take messages, and ensure timely followup.
• Aid members with scheduling appointments, followup visits, and home visit requests.
• Check members in/out for appointments and ensure accurate demographic information is updated.
• Provide general information about clinic services, hours, and policies.
• Maintain the daily appointment schedule and notify staff of delays or urgent changes.
• Process clinic forms, consents, and documentation accurately.
• Organize and maintain filing systems, logs, and communication boards.
• Support clinical staff with administrative tasks as requested.
• Collect and distribute mail, faxes, and electronic communication to appropriate team members.
• Communicate member needs, concerns, or changes in condition to the clinic team in a timely manner.
• Cook up with arranging transportation for appointments when needed.
• Maintain professionalism and confidentiality in all communications.
• Ensure the front desk area is clean, organized, and wellstocked at all times.
• Assist with ordering and tracking office supplies.
• Support clinic flow by helping direct members to exam rooms or staff.
• Notify maintenance or IT of issues impacting clinic operations.
• Assist with monitoring member wait times and maintaining a smooth workflow.

Qualifications

• A high school diploma or equivalent required; an associate degree preferred.
• A minimum of one year of administrative, receptionist, or medical office experience preferred.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency with computers, scheduling systems, and basic office software.
• Ability to maintain confidentiality and adhere to HIPAA guidelines.
• A friendly, professional, and service-oriented demeanor.
• Ability to work in a fast-paced environment with frequent interruptions.