Patient Experience & Front Desk Coordinator — Medical Wellness & Aesthetics

Patient Experience & Front Desk Coordinator — Medical Wellness & Aesthetics
Tampa Bay Total Wellness is seeking an experienced, polished, and highly personable Patient Experience & Front Desk Coordinator to join our growing medical wellness and aesthetics practice.

This is not simply a receptionist position.

The person answering our phone is often the very first interaction a prospective patient has with our practice. That first conversation can determine whether someone feels welcomed, confident in our team, and excited to schedule—or whether they continue looking elsewhere.

We are looking for someone who understands that every phone call matters.

What We’re Looking For
Our ideal candidate is:
Exceptional on the phone — warm, confident, articulate, upbeat, and professional
Comfortable speaking with prospective patients about medical wellness and aesthetic services
Able to listen to what a caller is looking for and confidently guide them toward the appropriate appointment
Experienced with appointment scheduling and converting inquiries into booked consultations
Comfortable discussing pricing and explaining the value of services
Able to follow established phone scripts while still sounding natural and conversational
Detail-oriented and accurate when collecting patient information
Comfortable handling multiple phone lines, texts, scheduling requests, and front-desk responsibilities
Calm and professional when dealing with frustrated or demanding patients
Reliable, punctual, organized, and accountable
Someone who takes ownership instead of waiting to be told what to do next
Experience We Value
Previous experience in one or more of the following is strongly preferred:
Medical spa / MedSpa
Medical aesthetics
Plastic surgery
Dermatology
Functional or integrative medicine
Hormone replacement / age-management medicine
Weight-loss or GLP-1 programs
Concierge medicine
Wellness practice
High-end dental or cosmetic practice
Medical office patient coordination
Previous professional phone experience is strongly preferred.

Experience with lead conversion, patient scheduling, inside sales, concierge service, or a high-touch customer service environment is a major plus.

Responsibilities
Answer incoming calls promptly and professionally
Create an outstanding first impression for new and existing patients
Respond to prospective-patient inquiries by phone and text
Explain our services clearly and confidently
Identify what the patient is interested in and guide them to the appropriate consultation or service
Schedule new and established patient appointments
Follow established phone scripts and scheduling protocols
Follow up with prospective patients who have not yet scheduled
Accurately document calls, messages, and patient information
Manage appointment confirmations and scheduling changes
Communicate messages appropriately to clinical staff
Assist with patient check-in and checkout as needed
Maintain a polished, welcoming front-desk environment
Protect patient privacy and follow HIPAA requirements
Work collaboratively with providers, nursing staff, and the rest of the front-office team
You May Be a Great Fit If…
You genuinely enjoy talking with people.

You know how to make someone feel comfortable within the first 30 seconds of a conversation.

You don’t freeze when someone asks, “How much does it cost?”
Instead of simply giving a price and ending the conversation, you are comfortable asking questions, explaining value, and helping the caller determine the best next step.

You understand the difference between answering the phone and managing a patient relationship.

You also understand that excellent customer service includes follow-through. If you tell a patient you will find an answer, send information, or have someone contact them, you make sure it happens.

This Position May NOT Be a Good Fit If…
You dislike spending a significant part of your day on the phone
You are uncomfortable initiating conversations with prospective patients
You prefer to simply take messages rather than help solve problems
You routinely send callers to voicemail when you could assist them
You struggle with multitasking or detailed documentation
You are uncomfortable discussing pricing
You dislike following established scripts, workflows, or standards
You need frequent reminders to complete follow-up tasks
About Tampa Bay Total Wellness
Tampa Bay Total Wellness is a comprehensive wellness and aesthetics practice focused on highly personalized patient care.

Our services include hormone optimization, medical weight management, functional and age-management medicine, peptide therapy, IV therapy, sexual wellness, medical aesthetics, laser treatments, and other advanced wellness services.

Our patients expect knowledgeable care and an exceptional experience from their first phone call through every visit.

We are looking for someone who wants to help us deliver that experience.

What Success Looks Like
Success in this role means:
Calls are answered.

Patients feel heard.

Questions are handled professionally.

Leads are followed up.

Appointments get scheduled.

Promises are kept.

And every patient feels that their business matters.

If you have strong medical front-office experience and are known for being exceptional on the phone, we’d love to hear from you.

To Apply
Please submit your resume along with a short note answering these three questions:
What type of medical, wellness, aesthetic, or MedSpa experience do you have?

How much of your previous job involved speaking with patients or prospective clients by phone?

A prospective patient calls and says, “I’m interested in hormone therapy, but I just want to know how much it costs.” How would you handle that conversation?

Applicants who do not answer all three questions may not be considered.

Pay: $20.00 - $24.00 per hour
Benefits:
401(k)
401(k) matching
Dental insurance
Employee discount
Health insurance
Paid time off
Vision insurance
Work Location: In person