Front Office Coordinator

Job Description

Organizational Overview

At Hotze Health & Wellness Center, our mission is to transform the lives of men and women by addressing the root causes of health concerns, rather than merely managing symptoms with pharmaceutical interventions. Our approach focuses on detoxification, tailored vitamin and mineral supplementation, and bioidentical hormone replacement to help our guests achieve and sustain optimal health. Through our trusted 8-Point Treatment Regimen, we have guided thousands of individuals in reclaiming their vitality and living with renewed energy-all within an environment that exemplifies exceptional hospitality and care. By referring to our patients as "guests," we underscore our commitment to creating a warm, welcoming, and service-oriented experience

Position: Front Office Coordinator

Job Summary

As the first point of contact for our guests, the Front Office Coordinator plays a pivotal role in embodying the exceptional hospitality and service that define Hotze Health & Wellness Center. This dynamic role involves managing a variety of front office responsibilities, including scheduling appointments, processing payments, and maintaining accurate records, all while delivering a high-touch, personalized experience that leaves a lasting positive impression.

Key Responsibilities

· Guest Engagement: Greet every caller with warmth and professionalism; answer calls within two rings and always with a smile

· Appointment Management: Schedule, confirm, and adjust guest appointments with precision

· Payment Processing: Accurately process payments and document transactions

· Record Maintenance: Maintain accurate and detailed guest records in the electronic medical record

· Check-Out Support: Handle appointment check-outs, both in-person and via phone, including billing and payment collection

· Outbound Communications: Conduct appointment reminder calls and follow up on accounts receivable

· Team Collaboration: Work closely with the team to continuously enhance the guest experience and address operational needs

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Qualifications

· Naturally warm, friendly, and engaging personality

· Prior experience in customer service required

· Experience in multi-line phones and call transfers is a plus

· Detail-oriented with strong organizational skills

· Proficient in Microsoft Excel and Word

· Ability to work independently and manage time effectively

· Strong multi-tasking and prioritization abilities

· Electronic medical records, especially eCW, experience preferred

· Familiarity with HIPAA or HB300 regulations is a plus

· Typing speed of at least 35 words per minute

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Key Competencies

· Excellent verbal communication and problem-solving skills

· Professional, guest-first mindset

· Tech-savvy with the ability to adapt to software and tools

· Ability to stay calm under pressure and handle multiple responsibilities

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Work Hours

· Monday-Thursday: 7:30 a.m. - 5:00p.m*

· Friday: 7:30 a.m. - 12:30p.m.*

* Late-night is rotated, meaning you must be available to stay late, as the schedule demands, on planned days

Job Posted by ApplicantPro

Full-time