Patient Coordinator / Medical Receptionist – Mellrose Med

Overview:
The Patient Coordinator serves as the first point of contact for clients and supports the daily operations of Mellrose Med by ensuring a welcoming, organized, and professional environment. This role is critical in maintaining high standards of client care, front desk efficiency, and support for our clinical team within the scope of administrative and non-clinical duties.

Key Responsibilities:

• Greet clients warmly and manage check-in and check-out procedures with professionalism and accuracy
• Verify client appointments, intake forms, and ensure all required information is collected and documented appropriately
• Answer phones, respond to emails, and manage all front-desk communications promptly and professionally
• Maintain a clean and organized reception area and oversee the general tidiness of treatment rooms and common areas
• Monitor and restock non-medical supplies (office, beverages, paper products, etc.) and notify management when inventory is low
• Schedule client appointments, manage calendar coordination, and assist with rebooking and reminders
• Prepare face sheets and documentation for upcoming appointments
• Ensure sensitive information is handled in compliance with HIPAA and clinic protocols
• File and manage non-clinical documentation and assist with basic clerical tasks as needed
• Communicate effectively with staff and clients to support a smooth workflow and excellent service delivery
• Participate in ongoing training and maintain knowledge of services offered to answer client inquiries confidently
• Assist with client follow-up communications, satisfaction outreach, and basic marketing tasks if requested
• Perform other front desk or coordinator tasks as assigned by management

Qualifications:

• High School Diploma or equivalent
• At least 1 year of experience in customer service or front desk roles (preferably in wellness, retail, hospitality, or spa settings)
• Proficiency with office technology (MS Office Suite, phone systems, POS, or CRM software)
• Excellent communication and interpersonal skills
• Ability to multitask, stay organized, and prioritize in a fast-paced setting
• Discretion in handling confidential and sensitive client information
• Professional appearance and demeanor at all times
• Quick learner with a strong attention to detail and willingness to grow in the role

Preferred Attributes:

• Prior experience in a medspa or wellness office is a plus
• Interest in aesthetic treatments and wellness services is welcome

Job Type: Full-time

Pay: $20.00 - $25.37 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift

Experience:

• Medical receptionist: 1 year (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Boca Raton, FL 33432 (Required)

Ability to Relocate:

• Boca Raton, FL 33432: Relocate before starting work (Required)

Work Location: In person