Guest Experience Coordinator

About the role

The Guest Experience Coordinator, also known as a medical receptionist in general healthcare/hospital settings, serves as the welcoming face of the clinic and is responsible for creating a seamless, organized, and supportive in-office experience.

Responsibilities

• Guest Welcome & First Impression: Greet every guest warmly upon arrival, create a welcoming and calming environment, ensure guests feel acknowledged immediately, establish trust and comfort from the first interaction.

• Check-In Process: Verify demographics and insurance information, review and confirm consent and financial forms, assist guests with intake completion when needed, ensure all required documentation is complete and accurate.

• Clinic Flow Coordination: Manage check-in and check-out processes efficiently, coordinate with clinical staff to maintain smooth patient flow, monitor schedules and adjust flow as needed, help prevent delays and bottlenecks.

• Guest Support During Visit: Answer questions while guests are in the clinic, provide guidance on next steps, ensure guests feel informed and supported throughout their visit.

• Financial Responsibilities: Collect co-pays and outstanding balances at time of service, communicate financial expectations clearly and professionally, ensure accurate payment documentation.

• Schedule Optimization: Support full schedule utilization, identify open slots and communicate opportunities, assist with same-day scheduling adjustments when needed.

Qualifications

• 1–3+ years of customer service, hospitality, or healthcare experience
• Strong interpersonal and communication skills
• High attention to detail and organization
• Ability to multitask in a fast-paced environment
• Professional and composed demeanor

Skills

• Naturally creates warmth and connection in face-to-face interactions
• Enjoys being the “host” of an environment
• Highly organized and detail-oriented
• Stays calm and composed under pressure
• Can manage multiple responsibilities simultaneously

Behavioral Expectations

• Deliver a hospitality-first experience
• Communicate clearly and professionally
• Maintain a calm and organized presence
• Take ownership of the guest experiences
• Support team collaboration and clinic efficiency

Benefits

• 401(k)
• Medical Insurance
• Dental Insurance
• Vision Insurance
• Unlimited PTO plus Paid Federal Holidays
• Complimentary Rebis Health Care Access
• Parental Leave