Front Office Patient Experience Coordinator

Front Office & Patient Experience Coordinator

Full-Time | Colin Wellness | Santa Monica, California

Colin Wellness is seeking an energetic, positive, and highly organized Front Office & Patient Experience Coordinator to become the welcoming face of our OB/GYN, wellness, and aesthetics practice.

This is a long-term opportunity for a polished and dependable professional who takes genuine ownership of the front office. The ideal candidate is warm and personable with patients, exceptionally attentive to detail, comfortable discussing treatment costs and collecting payments, and capable of managing administrative responsibilities accurately and efficiently.

Primary Responsibilities

   ●    Welcome every patient with warmth, professionalism, discretion, and enthusiasm
   ●    Manage patient check-in and check-out from beginning to end
   ●    Confirm that medical histories, questionnaires, consent forms, privacy documents, and other required forms are fully completed and properly documented
   ●    Maintain accurate patient demographic, insurance, and financial information
   ●    Answer telephone calls, texts, and patient inquiries promptly and professionally
   ●    Schedule appointments strategically and maintain an organized, productive provider schedule
   ●    Clearly explain practice fees, aesthetic treatment pricing, packages, promotions, and payment policies
   ●    Confidently guide interested patients toward booking appropriate consultations and treatments
   ●    Follow up with prospective patients, answer nonclinical questions, and help convert inquiries into scheduled appointments
   ●    Collect payments, provide receipts, reconcile transactions, and maintain accurate financial records
   ●    Track product and supplement purchases and assist with inventory and order fulfillment
   ●    Coordinate closely with the physician, clinical staff, and practice leadership
   ●    Protect patient confidentiality and consistently follow HIPAA and office procedures
   ●    Identify incomplete tasks or potential problems and take initiative to resolve them
   ●    Help maintain a beautiful, calm, organized, and welcoming front-office environment

The Ideal Candidate

   ●    Energetic, upbeat, personable, and naturally welcoming
   ●    Exceptionally organized and able to manage multiple priorities without losing details
   ●    Professional in appearance, communication, judgment, and follow-through
   ●    Reliable, responsible, punctual, and committed to becoming a long-term member of the practice
   ●    Comfortable discussing money and requesting payment directly and tactfully
   ●    Comfortable with consultative sales, patient follow-up, and closing treatment or package purchases
   ●    Able to educate patients about services and pricing without making clinical recommendations or using high-pressure sales tactics
   ●    Confident communicating with discerning patients in an upscale medical setting
   ●    Technologically capable and able to learn scheduling, electronic medical record, payment, and communication systems
   ●    Proactive and resourceful, with a strong sense of ownership
   ●    Calm, accurate, and gracious even when the office is busy
   ●    Able to recognize what needs to be done and complete it without repeated reminders

Preferred Experience

   ●    At least two years of front-office experience in a medical, dental, dermatology, plastic surgery, aesthetics, or luxury wellness setting
   ●    Experience with patient scheduling, medical documentation, payment collection, and financial reconciliation
   ●    Experience converting inquiries into appointments or treatment purchases
   ●    Familiarity with HIPAA, consent forms, electronic medical records, and patient communication systems

We are looking for someone who wants to build a career and become an integral, trusted member of the Colin Wellness team—not someone seeking a short-term receptionist position. The right person will take pride in creating an exceptional patient experience while keeping the administrative and financial functions of the front office organized, accurate, and moving forward.